AiM 4.1 OFS Custodial User Manual - Training
Contents
1. Setup l a Material Request Status eo Work Order D 370 WO TRANS DETAIL RPT 1 Select desired Module Module will be displayed 2 Select desired Screen Screen will be displayed September 2010 11 AiM 4 1 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 AUAM Hello TRHGO1 Logout G WorkDesk Menu work Management Customer Service Inventory f Project Management e Property amp Purchasing Space Management Time Management Q System Administration Report Listing O 370 WO TRANS DETAIL RPT LJ 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT TE Personal Query Listing edit 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 C Hello TRNGO1 Logout Work Management T 5 S Work Order Q Material Request s ET Setup m Report Listing edit 370 NO TRANS DETAIL RPT c 2010 AssetWorks 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 n2. Personal Query Listing 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 The header will display the WorkDesk and a Module once selected Menu will display Modules available for use based on security Menu options may vary 4 Reporting Listing 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 W N Note It is recommended to logout properly from the application by using the logout link 7 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 September 2010 AiM 4 1User Manual Navigation Icons Below is a list of the common navigation 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 Cop
3. BJIR EKEK KIK lt AiM 4 1User Manual 4 Click on the Execute Search icon and the following screen will be displayed ZJAM 9 Timecard 51439 Hello SREL Logout Last Name First Name PADILLA JOHN About Help aal ie Work Date Entry Date Status Sep 17 2010 Sep 21 2010 Not Posted 5 Select the Transaction number Timecard associated with the Shop Person and Work Date that needs to be changed and the following screen will be displayed O Timecard Transaction Description Shop Person Shop Person JAPADILL JOHN PADILLA Sep 17 2010 Line Items 6 Click on t September 2010 Hello SREL Logout Editor SREL Edit Date Sep 21 2010 11 15 AM Total Hours Non Leave Hours Leave Hours View Select v Total Hours Work Order 11 003076 11 003076 11 003076 About Help Not Posted Total Cost Original Cost Adjusted Cost Total Cost Line Total Adj Line 8 226 96 8 226 96 1 37 73 he Edit icon and the following screen will be displayed 29 AiM 4 1 User Manual TIAM Hello SREL Logout About Help P Timecard Tc O O N Not Posted Transaction Editor SREL Edit Date Sep 21 2010 11 15 AM 0 1 Shop Person Total Hours Total Cost Shop Person JAPADILL Non Leave Hours Original Cost JOHN PADILLA Leave Hours Adjusted Cost Sep 17 2010 Total Hours Total Cost Line Items l Line Time Type Shif
4. lt lt lt UUU UL Reference Shop KK Shop Person Cash Flow Yr 1 Cash Flow Yr 2 Cash Flow Yr 3 lt S Ss 2 While working in the Search screen the scroll bar will be available 3 With the Search screen displayed use the scroll bar moving down to locate the data elements Status and Shop under the Phase block September 2010 19 AiM 4 1 User Manual AIM Hello TRNGO1 Logout About Help Work Order Estimated Start Date Estimated End Date 4 Enter Assigned in the Status field 5 Select contains from the operations field drop down list click on the down arrow to display operation choices 6 Enter the name of the shop in the Shop field or click on the Zoom icon to select a Shop 7 Scroll down again until you locate the Shop Person Assignment block SJAM Hello TRNGO1 Logout About Help l i O Work Order Q i12 Cash Flow Yr 3 Cash Flow Yr 4 Cash Flow Yr 5 lt wil x L lt Condition Assessment Priority Fiscal Year EJ ji lt Extra Description Editor Edit Date HU OO OOU alel lele Phase Account Setup Offset Account Setup Shop Person Assignment Shop Person Primary Assigned By Assigned Date 8 Enter employee User ID in the Shop Person field box 9 Click on the Add Query icon 10 The following Personal Query screen will be displayed 20 September 2010 AIM Hello TRNGO1 Logou
5. 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 Work Order Requestor and Location blocks September 2010 AiM 4 1User Manual Search Screen Defined The Search screen 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 i 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 Wit
6. To use the Notes Log complete the following steps AIV Hello DOLAREY Logout 93 Customer Request Transaction Editor DOLAREY Date Created Sep 29 2010 01 11 PM Request Details Common LOCK CHNGE KEYS Problem List LOCK CHANGE KEYS STANDARD LOCK NEED TWO DRAWER FILE CABINET IN ARC B 101 LOCK REPAIRED AND KEY REPLACED WILL NOT LOCK UNOCK Description Requestor Accounts Organization SOO HUMAN RESOU Requestor CENTER FOR LEARNING amp PRO AcctCode 758500 Contact DEE O LAREY ContactPhone 646 7176 ContactEmail dolarey nmsu edu About Help ENT SLO Am Request Status SUBMITTED Work Order Desired Date Reference ACADEMIC RESEARCH B LocationorRoom 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 a 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 Pagef Jori Notes Log Edit Date i Note Type Add to Main Workdesk No Add to Module Workdesk No v Channel Title 2 Click on the Add Notes icon green plus sign and the following screen will be displayed 22 September 2010 AiM 4 1User Manual Hello DOLAREY Logout About Help Transaction Editor DOLAREY Date Created Sep 29 2010 01 11 PM Descr
7. 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 September 2010 AiM 4 1User 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 September 2010 7 AiM 4 1 User Manual Once you have logged on the WorkDesk will be displayed Q G o AG v JAM Hello RNGO1 Logos About Help workDesk O enu SR Work Management Customer Service Inventory i Project Management Property amp Purchasing i Space Management e Time Management System Administration Report Listing 370 WO TRANS DETAIL RPT J 428 UTILITY CONSUMPTION 429 UTL amp ENE USG BY SQFT
8. select the appropriate Leave Code 15 Enter the hours worked or leave for this Work Date Line Item 16 Click on the Doneicon Repeat steps 10 16 if additional Line Items need to be added 17 After clicking on the Done icon the following screen will be displayed Hello SREL Logout About Help view EEM JO0Gr Transaction Editor SREL Not Posted Edit Date Sep 21 2010 11 15 AM B Shop Person Shop Person JAPADILL Non Leave Hours Original Cost JOHN PADILLA Leave Hours I Adjusted Cost Sep 17 2010 i Total Cost l Line Time Type m 1 REG 11 003076 2 REG 11 003076 18 Click on the Save icon and the following screen will be displayed September 2010 31 AiM 4 1 User Manual JAM Hello SREL Logout About Help ut O mea a E MNA E Status Transaction Editor SREL tu Not Posted Edit Date Sep 21 2010 11 15 AM Description Shop Person Total Hours Total Cost Shop Person JAPADILL Non Leave Hours Original Cost JOHN PADILLA Leave Hours i Adjusted Cost Sep 17 2010 Total Hours Total Cost Line Items Work Order Leave Code Hours Line Total Adj Line 11 003076 8 226 96 11 003076 004 8 226 96 19 Print the corrected Timecard by clicking on the Print icon and give to the Supervisor Team Tip Corrections Changes can be made to Timecards any time prior to 4 supervisory Approval Rejection by following the previous steps The Corrections Changes to a Timecard proces
9. AiM 4 1User Manual for Custodial Staff AiM 4 1 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 September 2010 AiM 4 1User Manual Table of Contents DAVE COUCH ON ooo enn nintendo Or KERN ARR ERRKKRCERK EN MN RN DOERRRGUDUD EN ENFORKRERODDD ERN RVKERERUD KERN V OREE 4 NM NavigaliOli ci ci comica Qi CE CUN QI CIO TAI A a 5 f Epis eA NU NN REOTRTRETNORTDH 5 POTN OO GY auc seven ad na de eben n Cel bn Ge Ce s Een T Dv o Oud 6 Logging on PLOCESS ueeeeeeeeeeeeeee eene enne nnn nnnnnnsssnaaaa aaa a riii iiia daas sans ssa a ss sas a rant anna dan NAVIGATION ICONS ec Lc 9 Navigation from WorkDesk to Module to Screen eeseessssees ll Selecung A MOGUlQ csein sese del e a t e cde aa Ce cc OU Du 12 Working in a Screen cccccccesssseseceeessseeeeeeesssseeeeeesssseeeeeenesssneeeeesesssneeeeeesessseeeeeeessseseseeesaas 13 Searcb Screeri De BIO osssiiecscuteiog
10. L Edit Date Sep 21 2010 02 50 PM Description Shop Person Labor Rate Line Totals Shop Person JAPADILL g REGULAR STAFF EARNINGS REG dG Sep 17 2010 REGULAR NONEXEMPT JOHN PADILLA Labor Rate Work Order Leave Timecard Totals Work Order 11 003076 g Leave Code Non Leave Hours COMPLETE DEFERRED MAINTENCE OPEN TO CARPENTERS PAINTERS PAINT ROOMS Total Hours 28 00 scion Taken ja 4 Type a description in the Description field 5 Click on the Done icon and the following screen will be displayed Repeat steps 3 5 as needed Hello SREL Logout View Select M v o Transaction Editor SREL Not Posted Edit Date Sep 21 2010 11 15 AM Description Shop Person Total Hours Total Cost Shop Person JAPADILL Non Leave Hours a Original Cost JOHN PADILLA Leave Hours Adjusted Cost Sep 17 2010 Total Hours 1 Total Cost 756 34 Line Time Type i ipti Work Order Leave Code Hours Line Total Adj Line 4 REG 11 003076 00 8 00 226 96 2 REG 11 003076 004 8 226 96 6 Click on the Save icon and the following screen will be displayed 34 September 2010 AIM AiM 4 1User Manual Hello SREL Logout Timecard oo e EO Transaction Description Shop Person Shop Person JAPADILL JOHN PADILLA Sep 17 2010 Editor SREL Not Posted Edit Date Sep 21 2010 11 15 AM Total Hours Total Cost Non Leave Hours 26 00 Original Cost Leave Hours 2 00 Adjusted Cost 28 00 Tota
11. U LAS CRUCES OFS OPERATIONS Sep 21 2010 LITIES 11 004624 TEST PM TEMPLATE CUP ABSORBERS ANNUAL PM MAINTENANCE PREVENTIVE NMSU LAS CRUCES 26 S OPERATIONS Sep 21 2010 LITIES 11 004623 TEST PM TEMPLATE CUP ABSORBERS ANNUAL PM MAINTENANCE PREVENTIVE NMSU LAS CRUCES S OPERATIONS Sep 21 2010 LITIES 11 004621 TEST PM TEMPLATE CUP CHILLERS MAINTENANCE PREVENT NMSU LAS CRUCES 6 S OPERATIONS Sep 17 2010 LITIES 11 004620 TEST PM TEMPLATE CUP CHILLERS MAINTENANCE PREVENTIVE NMSU LAS CRUCES OFS OPERATIONS Sep 17 2010 UTILITIES 11 004619 TEST PM TEMPLATE CUP CHILLERS MAINTENANCE PREVENTh NMSU LAS CRUCES OFS OPERATIONS Sep 17 2010 UTILITIES 11 004616 AIR FLOW CONTROL MAINTENANCE CORRECTIVE NMSU LAS CRUCES ICT UNIVERSITY Sep 15 2010 COMPUTER C 11 004615 AIR FLOW CONTROL MAINTENANCE CORRECTIVE NMSU LAS CRUCES 6 ICT UNIVERSITY Sep 15 2010 COMPUTER C 11 004609 AIR FLOW CONTROL MAINTENANCE CORRECTIVE NMSU LAS CRUCES CENTER FOR Sep 14 2010 LEARNING amp PRO 11 004607 FACULTY OFFICE BC324 IS NOT COOLING PROPERLY MAINTENANCE CORRECTIVE NMSU LAS CRUCES 8 BUSINESS COLLEGE Records Found 343 1 Column headings are Work Order Description Status Type Category University Campus Property Requestor and Date Created Columns can be sorted by clicking on one of the column headings Page Navigation is located at the bottom of the screen This will re
12. ame 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 September 2010 AiM 4 1User Manual Working in a Screen Once a screen is open it will always be in a query state To 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 CIAM Hello TRNGO1 Material Request Logout About Eds 2 BN Help Transaction Editor Edit Date Description Work Order Requestor Requested By University Campus Date Needed Property Deliver To Location or Room Line Items Line Line Type Part Equipment Description Unit Cost SubTotal 1 To request new Material 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 September 2010 13 AiM 4 1 User Manual JAM About Help Oe o gt Transaction Hello TRNG01 Logout Editor TRNGO1 Edit Date Sep 29 2010 09 21 AM Work Order ENTERED Requestor Work Order g Requested By University isd g Date Needed J Deliver To Room Line Items E Line Line Type Part Equipment Description Unit Cost SubTotal
13. an be made to a Timecard as long as it has not been approved by the supervisor after which the supervisor must request a time card adjustment through OFS Human Resources If a Timecard is Rejected by the supervisor employees will have a Personal Query link on their AiM Work Desk to alert them of Timecard Rejections Line Items originally entered through Rapid Time Entry can be deleted from the Timecard and new Line Items can be added To make changes to a Timecard the following steps must be completed 1 Select the Time Management module and the following menu will be displayed TIAM Hello SREL Logout About P Tim Management Help Menu B Timecard Rapid Timecard Entry e Leave Manager c 2010 AssetWorks 2 Click on Timecard and the following screen will be displayed ZAIM Hello SREL Logout 9 Timecara View Transaction Description Shop Person Total Hours Total Cost Shop Person Non Leave Hours Original Cost Leave Hours T Adjusted Cost Total Hours J Total Cost Line Time Type 3 To locate the Timecard 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 Search Query section 28 September 2010 AIM D Timecard X Employee Profile Timecard Transaction Hello SREL Description Shop Person Work Date Created by Entry Date Status Edit Date Editor Timecard Line Item
14. ction 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 September 2010 5 AiM 4 1 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 routine 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 i
15. ent Menu w N B Timecard Rapid Timecard Entry e Leave Manager c 2010 AssetWorks 2 Click on Rapid Timecard Entry and the following screen used to create default data for subsequent Line Items will be displayed 24 September 2010 AiM 4 1User Manual Io Rapid Timecard Entry Work Date 3 Select a Work Date by clicking on the calendar icon 4 Enter employee Username in Shop Person field then click the Zoom icon which will validate the field if the Username is correct Or click on the Zoom icon and select the appropriate Employee ID or use the Search feature described in the Search Query section of this manual Note Time Type and Shift fields will automatically populate 5 Click on the Add Timecard Item icon once for each Line Item that will be entered for the Work Date and the following screen will be displayed For example if the employee wants to record 4 hours of work on two different Work Orders click the Add Timecard Item icon twice to create two Line Items Note Default data selected in steps 3 amp 4 will automatically populate to the added Timecard Line Items SUAM Hello SREL Logout About Help ITI TX Leave Code Action Taken Er seo Biss Dau je Res Js s e Er se vj DEAL ja J L1 L 3 C4 6 Click on the Zoom icons if Time Type e g overtime on call pay etc or Shift e g swing or graveyard shift fields need to be changed Note A
16. h 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 optional 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 September 2010 15 AiM 4 1 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 t
17. hat some fields may be hidden To display hidden fields click on Show if you want to hide fields click on Hide September 2010 AiM 4 1User Manual Performing a Search Query Below is an example of performing a Search Query Remember based on your Module selection criteria fields displayed may vary With the Search screen displayed search for all open work orders for a shop by completing the following steps JAM Hello TRNGO1 Logout Work Order Work Order Work Order Description lt j Created By Date Created lt lt Status A x University Pe Campus Property Project lt i lt Common Problem List lt RKK IRIK JE Type P E OEE Category lt J gR Organization Requestor Contact lt LU u ul u n n un dpa Lu Em Rite LU n ul un ulu LL Palla Ta E g 2 m m E E Contact Phone Contact Email Budget x lt lt lt lt Desired Date lt lt Customer Request lt Reference Shop L lt Shop Person Cash Flow Yr 1 Cash Flow Yr 2 Cash Flow Yr 3 lt ls Kalk JOO UL oa 1 Type open in the Status field fields are not case sensitive 2 Type HVAC or desired Shop in the Shop 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 Cl
18. ick 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 UI 4 W Team fip y To return to the Module Menu click on the module icon to the left of the Module title September 2010 17 AiM 4 1 User Manual Looking at your Search Query Results With the search results displayed review the screen below Hello TRNGO1 Logout About Help Work Order Work Order Description Status Type Category University Campus Property Requestor 11 004640 ADD ELECTRICAL OUTLET TO OFFICE MAINTENANCE CORRECTIVE NMSU LAS CRUCES 269 ADMIN ANg 11 004632 TESTING DUPLICATE MAINTENANCE ACCESS NMSU LAS CRUCES LOCK CHANGE KEYS LEARNING amp PR s TESTING LOCK CHANGE KEYS NEED ARC B SUITE 106 REKEYED AND OFFICES WITHIN SUITE C 106B 106C 106F 106D 11 004631 TESTING LOCK CHANGE KEYS MAINTENANCE NMSU LAS CRUCES CENTER FOR 2010 NEED ARC B SUITE 106 REKEYED AND OFFICES WITHIN SUITE C 106B 106C 106F 106D LEARNING amp PRO TEST PM TEMPLATE CUP CHILLERS ANNUAL PM MAINTENANCE PREVENTIVE NMSU LAS CRUCES OFS OPERATIONS Sep 21 2010 UTILITIES 11 004626 TEST PM TEMPLATE CUP CHILLERS ANNUAL PM MAINTENANCE PREVENTIVE NMSU LAS CRUCES 6 OFS OPERATIONS Sep 21 2010 UTILITIES 11 004625 TEST PM TEMPLATE CUP CHILLERS ANNUAL PM MAINTENANCE PREVENTIVE NMS
19. iption 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 September 2010 23 AiM 4 1 User Manual Rapid Timecard Entry Employee Timecards are generated through the process of Rapid Timecard Entry After employees complete the process of entering time Timecards become available for supervisor review and approval The following Rapid Timecard Entry steps must be completed for each day in the pay period After logging on the AiM WorkDesk will be displayed JAM Hello TRNGO1 Logout About Help M Work Management Customer Service Q Inventory Q Project Management Property amp Purchasing Space Management Time Management e System Administration Report Listing 3 370 WO TRANS DETAIL RPT 3 428 UTILITY CONSUMPTION C 429 UTL amp ENE USG BY SQFT d c 0 Personal Query Listing edit c 2010 AssetWorks Click on Time Management and the following screen will be displayed 9 Time Managem
20. l Cost Work Order Leave Code Hours Line Total Adj Line 11 003076 8 226 96 11 003076 8 226 96 7 Click on the Print icon to print the Timecard The Adding Descriptions to Timecards process in now complete September 2010 35
21. n The following screen will be displayed and the Timecard is now available for supervisor approval 12 Note If an employee has not been assigned to a Work Order Phase when the Rapid Timecard Entry is saved in Step 11 a screen will be displayed which states Shop person not assigned to the phase Do you want to continue Click on the Y es icon 26 September 2010 AiM 4 1User Manual JAM Hello SREL Logout About Heip 9 Rapid Timecard Entry O H Work Date Time Type Hours Shift peo deL ljJe o deL deL Jel JE JOHN PADILLA sd 1 E 51439 Sep 17 2010 11 003076 004 PAINTERS PAINT ROOM 51439 Sep 17 2010 11 003076 004 PAINTERS PAINT ROOMS 13 Click on the Timecard number and the following Timecard screen will be displayed Hello SREL Logout view 430 970 Transaction Editor SREL Not Posted Edit Date Sep 21 2010 11 15 AM Description Shop Person Total Hours Total Cost Shop Person JAPADILL Non Leave Hours Original Cost JOHN PADILLA Leave Hours T Adjusted Cost Sep 17 2010 Total Cost Line Items Work Order 11 003076 11 003076 11 003076 14 Print the Timecard by clicking on the Print icon and give to the supervisor Team Tip Depending on the work performed on a particular day more than one 4 Timecard Line Item may be required The Rapid Timecard Entry process is now complete September 2010 27 AiM 4 1 User Manual Corrections Changes to a Timecard Changes c
22. ny work performed over 8 hours for a Work Date day will be recorded as overtime If leave was taken click on the Zoom icon and select the appropriate Leave Code Note Time Type and Shift fields will clear September 2010 25 AiM 4 1 User Manual SJAM Hello SREL Logout About Help C S Work Date Shop Person Time Type Leave Code Work Order Action Taken Hours JAPADILL a JOHN PADILLA Shop Person Er se woo e nemo z sep w zoo JE Du js 8 Enter work order and phase numbers in Work Order and Phase fields or click on the Zoom icon to use the Search feature described in the Search Query section Note A Work Order is established to record Administrative time and will have a different Phase for each calendar month 9 Enter the hours worked or leave for this Work Date Line Item A standard Work Date day is 8 hours Note Time must be entered in one hour and or one quarter hour increments For example 5 1 2 hour 1 021 hour 1 25 1 1 4 hours 1 5 1 1 2 hours and 1 75 1 3 4 hours 10 Repeat steps 8 11 for each Line Item After entering information the screen will look like the one below vINM Hello SREL Logout About Help C 0 Work Date Shop Person Time Type Leave Code Work Order Action Taken Shift JAPADILL a JOHN PADILLA Shop Person Shift Action Taken Hours H7 sep o1 E JAPADILL ES sd 003076 a ITERS PAINT ROOMS 11 Review all data entry for accuracy and click on the Saveico
23. present 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 Icon 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 W h2 18 September 2010 AiM 4 1User 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 work orders assigned to an employee 1 First open any Search screen and select Work Order from the Work Management Module Hello TRNGO1 Logout About Help Cn Work Order Hide All Show All Work Order Ls J lt wifa Description l S Created By Date Created LS Status University I o E Campus Property Project l S ue EI in Common Problem List lt 2d lt Type lt Category K3 Organization S H Li Lu 3 Requestor L Contact Contact Phone Contact Email Budget lt le ESIES iT l IR lt L J Desired Date Ka Customer Request
24. s is now complete 32 September 2010 AiM 4 1User Manual Adding Descriptions to Timecards When entering time through Rapid Timecard Entry descriptions cannot be provided for Line Items entered however descriptions can be added by going to the employee Timecard and completing the following steps 1 Select a Timecard and the following screen will be displayed ZJAM Hello SREL Logout About Help vie Ores o 9 09 W Transaction Editor SREL Status Not Posted Edit Date Sep 21 2010 11 15 AM Description Shop Person Total Hours Total Cost Shop Person JAPADILL Non Leave Hours 26 00 Original Cost JOHN PADILLA Leave Hours 2 00 Adjusted Cost Sep 17 2010 Total Hours 28 00 Total Cost 756 34 Work Order Line Items 11 003076 11 003076 2 Click on the Edit icon and the following screen will be displayed TIAM Hello SREL Logout About Help Timecard Dj 2 O 4 Transaction Editor SREL Not Posted Edit Date Sep 21 2010 11 15 AM pg iY Shop Person Total Cost Shop Person JAPADILL Non Leave Hours Original Cost JOHN PADILLA Leave Hours j Adjusted Cost Sep 17 2010 Total Hours Total Cost Line Items Work Order Leave Code Hours Line Total Adj Line 11 003076 8 226 96 11 003076 004 8 226 96 3 Click on the Line Item number that needs a description and the following screen will be displayed September 2010 33 AiM 4 1 User Manual Hello SREL Logout Editor SRE
25. s 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 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 work 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
26. t Personal Query Query ASSIGNED WORK ORDERS Work Management Description Work Order Alert Level Yellow Query Count 11 Enter a name for the Personal Query e g Assigned Work Orders 12 Click the arrow next to the Work Desk field and select Yes results will be displayed in the Personal Query list on the WorkDesk 13 Click the arrow next to the Work Desk Count select Yes This will provide a count in front of the work order Personal Query on the WorkDesk 14 Though not required the same information or name given to the Personal Query step 11 can be entered in the Description field 15 When finished click on the Done icon to return to the previous Search screen 16 Click on the Save icon not shown located on the header 17 Click on the AiM icon not shown to return to the WorkDesk September 2010 21 AiM 4 1 User Manual Using Note Logs When creating a record Timecard Customer Requests etc 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 and saved in the AiM application
27. t Work Order 1 REG 11 003076 2 G 11 003076 r3 OT 11 003076 7 To delete a Line Item click on the box to the left of the Line number and a check mark will appear in the box 8 Click on the Delete Timecard Item red subtraction sign icon and the following screen will be displayed Modal Message Are you sure you want to delete 9 Click on the YES icon green check mark to delete the Line Item or the NO red X icon if a Line Item has been selected in error Repeat steps 7 9 if additional Line Items need to be deleted 10 To add new Line Items click on the Add Timecard Item icon green plus sign and the following screen will be displayed If no new Line Items are needed go to step 18 30 September 2010 AiM 4 1User Manual Hello SREL Logout View o O Editor SREL Status Not Posted Edit Date Sep 21 2010 02 28 PM Shop Person Labor Rate Line Totals Shop Person JAPADILL REG a REGULAR STAFF EARNING a Sep 17 2010 REGULAR NONEXEMPT JOHN PADILLA Work Order Timecard Totals Non Leave Hours Total Hours 11 Enter a Description optional 12 Enter work order and phase numbers in Work Order and Phase fields or click on the Zoom icon to use the Search feature described in the Search Query section 13 Click on the Zoom icons if Time Type e g overtime on call pay etc and Shift e g swing or graveyard fields need to be changed 14 If leave was taken click on the Zoom icon and
28. utmpu mi apti urat apta tage Cuba e Ge au Cu vi etui bold fbon 15 Looking at your Search Query Results eseeseeeeeseseeeeeeee eene 18 Create d Personal QUOE V ueninipiidesEKEHRII RH M EMSKENNKRII E CEU EKRCEKKER NA NR KR SEKRKENNNE UN ENNNCEOHRREHUI I aaa 19 EIsgplor Hkoo ee 22 Rapid Timecardad ENG y ssas zucu CacuzazuCucuCucuzesu Gu cuCa cu acu Cucu uUa Racu Dau Cuv RE Ru RE RS 24 Corrections Changes to a T imecard 11er eere seien eere nean nnnm u aaa a annua u uua anna 28 Adding Descriptions to T imecards 111 cer ee aiaa anaa anaana uS uuu aaa Danaa 33 September 2010 3 AiM 4 1 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 Identify terminology e Logon to AiM application 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 Create a timecard using Rapid Timecard Entry e Make corrections changes to timecards e Add descriptions to timecards 4 September 2010 AiM 4 1User Manual AiM Navigation Getting Started This se
29. y 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 September 2010 9 AiM 4 1 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 September 2010 AiM 4 1User 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 AIM WorkDesk Menu Work Management 2 Customer Service E Inventory ES Praject Management Property E Purchasing ey Space Management Time Management Q System Administration Report Listing edit O 370 WO TRANS DETAIL RPT O 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT edit i Personal Query Listing AM Work Management Menu P GO Material Request Material Request Work Order Transaction Description
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