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AiM Customer Request User Manual

1. Print Report Print Format HTML gt O por O All pages O Current page O Pages Enter page number s and or page range 2 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 April 2013 Cost Analysis AiM 6 2 1 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 AM Work Order Hello DOLAREY UT Select CPOOR Work Order Created By Date Created Dec 14 2009 11 28 AM Description MAKE NAME PLATES FOR THE FOLLOWING EMPLOYEES AND ADHERED TO THE WALL CORRESPONDING THE OFFICE NUMBERS PER EMAIL SENT TO TINA PATTON Organization Organization F00603 CENTER FOR LEARNING amp PROF DEV Requestor CENTER FOR LEARNING amp PRO Contact FELICIA CASTILLO ContactPhone 5756467444 Contact Email facastil nmsu edu Description NAME PLATES AND TAGS INSTALL WALL MOUNTS AND NAME PLATES Property University NMSU NEW MEXICO STATE UNIVERSITY Campus LAS CRUCES LAS CRUCES Property 412B ACADEMIC RESEARCH B 100 amp G ELIGIBLE Location or Roo
2. 4 Click on the OK icon and the following screen will be displayed April 2013 AiM 6 2 1 User Manual le y EE 1 Ik YW amp 118 a Collaborate A Sign al th TN M Customer Request RECYCLE PICK UP TESTING Desired bare Problem Code RECYCLE PICK UP Reference gt L _ Contact Requesor CENTER FOR LEARNING amp PRO nul as pies Rt PN mes DEE OLAREY O EE C 646 7176 Location er NMSU NEW MEXICO STATE LAS CRUCES LAS CRUCES UNIVERSITY Property 412B ACADEMIC RESEARCH B Location 106B STAFF OFFICE 100 I amp G ELIGIBLE Extra Description Customer Request se NTT Customer Request Summary Report 5 Click on the Print icon March 2013 43 AiM 6 2 1 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 ZJAM Hello DOLAREY Logout About Help og WorkDesk Menu Administrator Messages E Work Management i A wR customer Service _ Personal Query Count 1 Click on Customer Service and the following screen will be displayed JAM Hello DOLAREY Logout About Help e Customer Service Menu Customer Request MER REQU
3. April 2013 AiM 6 2 1 User Manual v http b web1 nmsu edu FSA levelflevel7org build hier func asp convert F select deh ib Page v 5 Tools New Mexico State University STATE ee UCC University Computer Center ICT Help Support amp You are here NMSU Level 7 Org Lookup Training forsupponcomcerscsxer Hierarchy of 530350 CENTER FOR LEARNING amp ASU Home PROF DEV Phone Directory Departmental Listings Search A00002 President Office B00595 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 530350 CENTER FOR LEARNING amp PROF DEV 4 Locate the number that begins with letter F that is the Organization F Level number needed to input in the AiM system on the Organization field when creating the Customer Request Note This process will need to be completed again if using a different Index and the Organization F Level is not known Once you are familiar with the Organization F Level keep this information available for future reference 5 Close window to return to AiM March 2013 27 AiM 6 2 1 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 Tw
4. 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 L edAM Hello DOLAREY Logout About Help WorkDesk B Menu Administrator Messages Work Manageme r a Customer Servic Personal Query Count d Finance amp 0 Work Management Material Request FOR PLUMBING THE MATERIAL REQUESTS NEEDING APPROVAL System Administr B 193 Work Management Work Order NEW WORK ORDERS TO REVIEW B 374 Work Management Work Order NEW WORKS NEEDING PRIMARY PERSON ASSIGNED Quick Links J INDEX LOOKUP J ORGANIZATION LOOKUP TRAINING VIDEO J CUSTOMER REQUEST MANUAL c 2013 AssetVorks 1 Select the Finance module and the following screen will be displayed Hello DOLAREY Logout About Help Billed Transactions Work Order Billing Transaction Review Report Listing 370 W0 TRANS DETAIL RPT 428 UTILITY CONSUMPTION J 429 UTL amp ENE USG BY SQFT J 707 CAP PROJECT FUNDING J 717 CONTRACT ENCUMBR ADJ J 705 FUNDING GROUP J 706 FUNDING SOURCE J 708 FUNDING SOURCE ADJ J 725 WORK ORDER ALLOCATION c 2013 AssetvVorks 2 Click on the Search icon and the following screen will be displayed SAM Hello DOLAREY Logout About Help sinea Transactions Queries a 3 FA 9 A Billed Transactions Hide All Show All Transaction Description Transaction Type Transaction
5. Contact Phone Contact Email University Campus Property Location or Room etc 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 Page DVD Navigation forward backward icons and first page last page icons Records Found identifies the number of records found for the search selection 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 ot April 2013 AiM 6 2 1 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 MV Hello DOLAREY Logout About Help customer Request eee A Customer Request Hide All Sh4 4 Transaction Reference Status lt II lt R I lt 1l lt EE Common Problem List AIC JUUUU Mon Organization 3 Requestor lt J Desired Date Contact K Ia Contact Phone iT C
6. rlful fu lt J Source Line Item 8 Enter a 7 in the Sort Sequence field next to Bill Type 9 Enter an 8 in the Sort Sequence field next to Bill Date Bill Amount lt Note If you want to narrow the search you can choose to enter specific dates In the Operator field select between the field will expand and display two fields select from calendar or enter the billing date to display use format of month day and year 2013 10 Enter a 9 in the Sort Sequence field next to Bill Amount 11 Enter a 10 in the Sort Sequence field next to Index In addition from the Operator field select In from drop down list and enter an Index number in the Criteria field 12 Click on Execute Search icon and the following screen will be displayed April 2013 AiM 6 2 1 User Manual HV Hello DOLAREY 14 os About Help sinea Transactions yA S Transaction Description Transaction Type Transaction Date Subledger Work Order Bill Date Bill Amount 49771 TIME CARD APPROVAL Timecard Jan 27 2010 Labor 10 003476 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor 10 003476 Jan 26 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor 10 003476 Jan 26 2010 13 With query displayed you can choose to Export query 14 When finished Logout of application 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
7. AND SOLID 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 Team Tip If the phase statuses are marked Work Complete and work status is marked x Ready to Close the work order has been finalized and can be considered T complete March 2013 49 AiM 6 2 1 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 SdAM Hello DOLAREY Logout About Help Work Management O3 qQ Work Order 1 Click on the Search icon from the Work Management Menu and the following screen will be displayed Hello DOLAREY Logout About Help Queries EE oA 2 A Work Order All Show
8. Add Meta Data Add Attributes Add Permissions 7 Click on the Next icon April 2013 C Documents and SettinasidolareyiDesktop Blue jpal Browse Size 1 KB 1 KB 608 KB 33 859 KB 8 373 KB 1 835 KB 21 422 KB 21 422 KB 687 KB 1 691 KB 1 KB 93 KB w EJ co Type Shortcut Shortcut File Folder File Folder File Folder File Folder Adobe Illustrator Application Application Application Application Application Application Cabinet File Internet Shortcut JPEG Image ot AiM 6 2 1 User Manual Hello DOLAREY Logout About Help gt 00 Upload File Add Meta Data Add Attributes Add Permissions File Name Blue jpg 8 In the Title field enter the name of the file if not already displayed 9 Click on the Type Zoom icon Document Type Type Name I Description BIRT REPORT BIRT REPORTS CAD DRAWING AUTOCAD DWG FILES CONVERTED CAD DRAWING CONVERTED CAD DRAWING CUSTOMER INVOICE CUSTOMER INWOICE EMAIL EMAIL EMAIL TEMPLATE EMAIL TEMPLATES GENERAL UNCATEGORIZED IMAGE IMAGES OUTBOUND EMAIL OUTBOUND EMAIL SCRIPT SCRIPTS Page of Display 10 25 Records Found 11 10 Select the Type Name On this example Image will be selected Team Tip Make sure to select the proper category type for your attachment The type attribute 2 drives the behavior of how a document gets handled in the system March 2013 37 AiM 6 2 1 User Manual Hello
9. DOLAREY e Customer Service Q Customer Request Customer Request Approval Setup Report Listing a edit i l O 50 CUSTOMER REQUEST PRINT O 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT Quick Links O INDEX LOOKUP O ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL c 2013 AssetvWorks 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 Hello DOLAREY Logout About Help O 429 UTL amp ENE USG BY SQFT Quick Links O INDEX LOOKUP O ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL c 2013 AssetvVorks 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 April 2013 AiM 6 2 1 User 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 ri
10. Date Subledger Project Work Order Phase HAAA Status Budget Common Problem List lt Priority Shop Request Method Type Category Work Code Institution Department JPJIR 1 SIE VEN LS VEVEN VEN EN VEN TST VEN EJ EEE E S 18 S IS Organization April 2013 AiM 6 2 1 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 for 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 Note When running a Billed Transaction query if an index is not specified the report results will include the credits to the Facility Services indexes and costs will zero out Below is an example of running a query for transactions that have been billed for a specific Index JAM Hello DOLAREY Logout About Hel Help Billed Transactions Queries rj 2 Desired Date A Customer Request University Campus Property Location or R Locat
11. Home Phone Directory Departmental Listings Search by Index Number Search Index Number XXXXxx 2010 NMSU Board of Regents Legal Information 2 Enter the desired Index number and click on the Submit button Note Do not use the Enter Key as this will erase the Index number just entered lt eb nmsu edu fmsrevjindex php vi 9 X IG ogle File Edit es Tools Help Gyconvert P Select de ae SE PE New Mexico State University STATE 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 peaks dag Banner Index and F Level Org Lookup For Support contact 575 646 HELP NMSU Home Phone Directory Departmental Listings MSGO01 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 number that needs to be entered into the Organization field when creating the Customer Request 4 Close window to return to AiM April 2013 AiM 6 2 1 User Manual Using Organization Lookup To use the Organization Lookup you will need to know the department organization number and then follow the step below JAIM Hello DOLAREY Logout About Help e Customer Service Menu a Q Custome
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13. rather what is referred to as the F Level organization number Keep in mind that this F Level Organization is associated to an Index and if a reimbursable request is being submitted the appropriate Organization F Level number 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 F Level number To retrieve the number needed use either the Index Lookup or the Organization Lookup located under the Quick Links either on the WorkDesk or through the Customer Service module Follow steps below to retrieve the Organization F Level number Using Index Lookup After logging on the AiM WorkDesk will be displayed select the Customer Service module to display SIAN Hello DOLAREY Logout About Help e Customer Service Menu Q Customer Request Report Listing 50 CUSTOMER REQUEST PRINT 428 UTILITY CONSUMPTION 429 UTL amp ENE USG Byp Quick Links TRAINING VIDEO CUSTOMER REQUEST MANUAL c 2013 AssetWorks 1 Click on the Index Lookup link and the following screen will be displayed March 2013 23 AiM 6 2 1 User Manual New Mexico State University STATE AE ee 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 eae Te Banner Index and F Level Org Lookup For Support contact 575 646 HELP NMSU
14. selection options by clicking on Zoom icon See Team Tip below 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 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 Once all of the information has been entered click on the Save icon The Customer Request 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 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
15. valid Index or Indices will need to be identified March 2013 31 AiM 6 2 1 User Manual Guidelines for Attaching Documents The related documents function allows you to attach electronic files as part of your customer service request You can attach all types of files to your request including word documents spreadsheets emails URLs or image files among others This section will provide detailed instructions on how to attach a document to a customer request in the AiM system Guidelines are listed below e Documents within AiM are not private All documents can be viewed by anyone with access to AiM Do not attach documents with sensitive or private information e Documents attached within AiM should be necessary and relevant to the applicable customer request or transaction e Please be cognizant of server space limitations Do not attach multiple copies of the same document s and or picture s April 2013 AiM 6 2 1 User Manual Attaching Documents With completed Customer Request displayed follow steps below JAIM Hello DOLAREY e Customer Request Transaction Created By DOLAREY Status SUBMITTED P Date Created Apr 01 2013 12 48 PM Request Details Work Order Common NAME PLATES P Desired Date sd Problem List Description NAME PLATES AND TAGS SEE ATTACHMENT ea Reference Requestor Accounts Organization Fo0603 P Index 112799 P Bava NMSU CENTER FOR LEARNING am
16. 2011 Sep 19 2011 Sep 19 2011 Sep 22 2011 Sep 22 2011 Oct 10 2011 Oct 27 2011 Dec 12 2011 Dec 12 2011 Dec 12 2011 Mar 30 2012 Mar 30 2012 Bill ount 7 86 38 95 25 22 25 22 7 79 10 57 6 96 19 47 6 99 6 99 6 99 25 22 25 22 of AiM 6 2 1 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 JAIM Hello DOLAREY Logout About Help Billed Transactions Billed Transactions Hide All Show All Transaction Description Transaction Type Transaction Date Subledger Project Work Order Enter a 1 in 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 4 in 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 Bill Type field ve Hello DOLAREY Logout About Help Billed Transactions Queries b Index 4 lt i TEE a Acct Code Bill Type Bill Method Transaction 9 elle UV un id Bill Sequence Bill Date Estimated Start Estimated End Source Transaction x between Jan 01 2010 Mar 31 2010 amp l lt 1
17. AIM Customer Request User Manual AiM 6 2 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 April 2013 AiM 6 2 1 User Manual Table of Contents TUT OG UCTION sac sece steve cece cesta R R va eevee spears i i 4 MINN 5 GENE Starte desi a ae ae 5 TEN NNN 6 iOS GINS ON POCE SS is e eE EE EE EEEE Er GONE 9 Navigation from WorkDesk to Module to SCreen srssnnsnnsnnnnnnnnnnnnnnnnnennnnnnnnnnnnennnnnnennn 11 FP NNN 12 Working ma STEEN vasse NENNEN SNAREN Ea 13 SEN STEN DE Me ee 15 Lookins ar your Search Query Results sa 18 Create Personal UN sirrane aaraa aaora Oaar a ara ora ararauna nar aiii 19 USMO NORE LOS dda ee 21 GTA RT ILS EEE EEE AEAEE EEE EEE EEE 23 Creating A Customer REQUEST aa 28 Guidelines for Attaching Documents rrrnnverrnnnnvvensnnnnvvnnnnnnvensnnnnnvensnnnnvensnnnnnvnsnnnnneessnnne 32 Pus a CISTOMET sox 8 UES Lane 34 Corrections to an Incomplete Customer Request rrnnnnnnnnnnnnnnvnnnnnnnnnnnn
18. All Work Order 10 001026 i 2 Enter the desired Work Order number in the field 3 Click on the Execute Search icon and the following screen will be display Hello DOLAREY Logout About Help SEE AM Work Order Work Order ti Description Status Type Category University Campus Property Date Created 0 001026 MAKE NAME PLATES FOR THE FOLLOWING EMPLOYEES AND CLOSED ALTERATION SPACE NMSU LAS CRUCES 412B Dec 14 2009 ADHERED TO THE WALL CORRESPONDING THE OFFICE NUMBERS PER EMAIL SENT 11 28 AM TO TINA PATTON 4 Click on the Work Order number and the following screen will be displayed April 2013 Work Order Description Organization Organization Requestor Contact Contact Phone Contact Email MAKE NAME PLATES FOR THE FOLLOWING EMPLOYEES AND Hello DOLAREY AiM 6 2 1 User Manual Logout About Help CPOOR Date Created Dec 14 2009 11 28 AM ADHERED TO THE WALL CORRESPONDING THE OFFICE NUMBERS PER EMAIL SENT TO TINA PATTON F00603 CENTER FOR LEARNING amp PROF DEV CENTER FOR LEARNING amp PRO FELICIA CASTILLO 5756467444 facastil nmsu edu Description NAME PLATES AND TAGS INSTALL WALL MOUNTS AND NAME PLATES University NMSU NEW MEXICO STATE UNIVERSITY LAS CRUCES LAS CRUCES 412B ACADEMIC RESEARCH B100 amp G Location or Room Shop SIGNS CARPENTRY Status Project Desi
19. April 2013 AiM 6 2 1 User 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 Hello DOLAREY Logout About Help cem Requ gt p 9 Y m Customer ge Hide All Show All Transaction lt k Referente Status j lt lt Common Problem List Organization lt Requestor AAC Desired Date A TE lt s University D Campus Property Location or Room I Eee E E lt 4 1 Description contains lt Created By Date Created Editor KK u falta df a L lt L EJ Edit Date Extra Description contains w a C mn el em aC JE C CI CI C C C 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 desi
20. DOLAREY Meta Data BLUE JPG Upload File Add Meta Data Add Attributes Add Permissions File Name Blue jpg 11 Click on the Next icon three times Note Do not make roles assignment to the attach documents as it will limit individuals from seeing the attachments Hello DOLAREY Logout About Help e Related Documents Transaction Editor DOLAREY Date Created Apr 01 2013 03 12 PM Description NAME PLATES AND TAGS SEE ATTACHMENT Document Listing C Thumbnail Title Current Version Document Type Extra Description Related On O BLUE JPG 1 0 IMAGE Apr 01 2013 12 Click on the Done Flag 13 Repeat steps 2 12 if you need to attach additional documents on the same customer request otherwise skip to step 14 April 2013 AiM 6 2 1 User Manual al PV Hello DOLAREY e Customer Request Transaction Created By DOLAREY Status SUBMITTED Date Created Apr 01 2013 12 48 PM Request Details Work Order Common NAME PLATES Desired Date C Problem List Description NAME PLATES AND TAGS SEE ATTACHMENT Requestor Accounts Organization Fo0603 P Index 112799 P ailea NMSU CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp HUMAN RESOURCE SERVICES FUND 111260 ORG 530350 Campus LAS CRUCES LAS CRUCES pe 758500 2 dk EN DEE O LAREY Code perty 4128 Contact Phone 6 7176 ACADEMIC RESEARCH B 100 amp G
21. EST PRINT CONSUMPTION L amp ENE USG BY SQFT Quick Links O INDEX LOOKUP OU ORGANIZATION LOOKUP O TRAINING VIDEO U CUSTOMER REQUEST MANUAL c 2013 AssetvVorks 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 April 2013 AiM 6 2 1 User Manual vw s SAM Hello DOLAREY Logout About Help e Customer Request D 9 Customer Request NEE Transaction Co Status INCOMPLETE pp 9 J lt lt K K 0000 00000000000000 Common Problem List Organization Requestor Desired Date 1 1 Contact Contact Phone Contact Email lt University Campus Property Location or Room lt Description Created By Date Created Editor Edit Date Extra Description om ME 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 JAM Hello DOLAREY Logout About Help customer Request E7 Q J amp 86122 INCOMPLETE REPLACE LIGHT REPLACE FO0603 CENTER DEE 67176 dolarey yahoo com NMSU LAS 412B 106B LIGHT FOR O LAREY CRUCES BULBS LEARNING amp PRO o Status Common Problem List Description Organization Requestor Contact Cont
22. PPD SERVICES Location or 106 Contact Email dolarey nmsu edu Room c 2013 AssetWorks 14 Click on the Save button March 2013 39 AiM 6 2 1 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 SAM Hello DOLAREY e Customer Request View Transaction Created By DOLAREY Status SUBMITTED Date Created Mar 20 2013 09 11 AM Request Details Work Order Common RECYCLE PICK UP Desired Date Problem List Reference Description RECYCLE PICK UP TESTING Requestor Accounts Location Organization F00603 Index 0 SHOP CHARGE 1 amp G University NMSU CENTER FOR LEARNING amp PROF DEY NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO Campus LAS CRUCES Acct 758500 LAS CRUCES Code i Contact DEE O LAREY Property 412B ACADEMIC RESEARCH B 100 amp G Contact Phone 646 7176 PPD SERVICES Location or 106B Contact Email dolarey nmsu edu Room 1 Click on the Print icon to print a copy of the Customer Request and the following screen will display April 2013 AiM 6 2 1 User Manual Customer Request Summary Report mr 2 gt Fe a Ze Showing page 1 of m Customer Request vt AN i 86121 Status SUBMITTED Customer Request Summary Report Customer Request RECYCLE PICK UP TESTING Created By DOLAREY Date Created Mar 20 2013 9 11 AM
23. SU NEW MEXICO STATE UNIVERSITY LAS CRUCES LAS CRUCES 412B ACADEMIC RESEARCH B100 1 amp G April 2013 AiM 6 2 1 User Manual The Related Documents Form will be displayed JAM Hello DOLAREY Logout About e Related Documents gt Transaction Editor DOLAREY Date Created Apr 01 2013 12 48 PM Description NAME PLATES AND TAGS SEE ATTACHMENT Document Listing o Thumbnail Title Current Version Document Type Extra Description 4 Click on the Add New Document icon Hello DOLAREY Logout About Help Please select document to load Upload File Add Meta Data Add Attributes Add Permissions 5 Click on the Browse button March 2013 35 Desktop File Edit View pack hi op Address E Desktop Folders x E Desktop i My Documents 4 My Computer i a My Network Places l Recycle Bin C Adobe Captivate 4 Content O animation prototype O winzk xp Favorites Tools Help FY A Search E gt r ler 6 Select the document file Please select document to load Mame 2 Hypersnap 7 HD mozilla Firefox 9 adobe Captivate 4 Content animation O prototype jwinzk xp Fal Testing CO cR1157 Firefox Setup 3 6 8 a install flash plaver s QuickTimelnstaller QuickTimelnstaller z FE windows kBY43729 x86 ENLU u WindowsxP kB835080 5P2 DeployTools ENLU FI NMSU Login powered by SunGard SCT Inc a Blue Hello DOLAREY Upload File
24. act Phone Contact Email EE x EE E E IB Ul lt University lt 4 R Campus Property Location or Room lt 3 lt lt EI E Description P Created By Date Created Editor KJK Edit Date Extra Description lt 11 9 mm i v wj x v 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 March 2013 47 AiM 6 2 1 User Manual vw JAM Hello DOLAREY Logout About Help C 76636 APPROVED RECYCLE PICK UP WE NEED THE FO0603 CENTER FOR JANIS 646 7444 jahallem nmsu edu NMSU LAS 412B RECYCLE BIN LEARNING amp HALLEM CRUCES EMPTIED AT ARC PRO B THANKS 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 Hello DOLAREY e Customer Request View Transaction Created By JAHALLEM Status APPROVED Date Created Jul 03 2012 10 44 AM Request Details work Order Common RECYCLE PICK UP Desired Date Problem List Reference Work Order 13 000246 WE NEED THE IN EMPTIED AT Work Order READY TO CLOSE Status Description WE NEED THE RECYCLE BIN EMPTIED AT ARC B THANKS Requestor L
25. act Phone Contact Email University Campus Property Location or Room 5 Select the Transaction number Customer Request that needs to be changed and the following screen will be displayed March 2013 45 AiM 6 2 1 User Manual SAM e Customer Request Transaction Hello DOLAREY Created By DOLAREY Date Created Mar 20 2013 09 25 AM Request Details Common REPLACE LIGHT Problem List Description REPLACE LIGHT BULBS Requestor Accounts Organization F00603 Index 0 SHOP CHARGE 1 amp G CENTER FOR LEARNING amp PROF DEV Requestor CENTER FOR LEARNING amp PRO Acct Code 758500 Contact DEE O LAREY Contact Phone 67176 PPD SERVICES Contact Email dolarey yahoo com Logout About Help IAD J ZAA INCOMPLETE View Status Work Order Desired Date Referente Location University NMSU NEW MEXICO STATE UNIVERSITY Campus LAS CRUCES LAS CRUCES Property 412B ACADEMIC RESEARCH B 100 I amp G Location or 106B Room 6 Click on the Edit icon and the following screen will be displayed mat Aili e Customer Request Transaction Hello DOLAREY Created By DOLAREY Date Created Mar 20 2013 09 25 AM Request Details REPLACE LIGHT P REPLACE LIGHT BULBS Common Problem List Description Requestor Accounts 0 SHOP CHARGE 1 amp G P Organization Index FO0603 CENTER FOR LEARNING amp PROF DEV CENTER FOR LEARNING amp Requestor Acct Co
26. ation 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 7 About provides vendor information and version of application 8 Help provides access to on line Help this information comes with the application om TIP Tea 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 April 2013 AiM 6 2 1 User Manual Navigation Icons Below is a list of the common navigation icons that may be displayed while working within the application Icon Description Keyboard Icon Description Keyboard Short Cuts Short Cuts Filter 7 n Browser i Browse Alt B Copy Record Email Alt M Record Print Alt J Export Alt V Execute Alt S Search Intentionally Intentionally Intentionally Alt l left blank lef
27. ck on the View Select arrow select Notes Log from the drop down list and the following screen will be displayed JAM Hello DOLAREY Logout About Help e Notes Log Transaction Editor DOLAREY 1 Add to Main Workdesk No wl Date Created Mar 20 2013 09 25 AM mr Add to Module Workdesk No v Description REPLACE LIGHT BULBS Notes Log Edit Date Note Type 2 Click on the Add Notes icon green plus sign and the following screen will be displayed March 2013 21 AiM 6 2 1 User Manual Hello DOLAREY Transaction Editor DOLAREY Entry Date Mar 20 2013 09 28 AM Date Created Mar 20 2013 09 25 AM Login DOLAREY Description REPLAGE LIGHT BULBS 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 April 2013 AiM 6 2 1 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 field is required This number is not the department organization but
28. completed and all order materials have been charged to the work order It does not imply that all charges have been billed Customer Request The customer request is the screen used to submit on line requests for work 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 Phase 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 rei
29. de 758500 P Contact DEE OLAREY Contact Phone 167176 dolarey yahoo com PPD SERVICES Contact Email Logout About Help view select RESUBMITTED i Status Work Order Desired Date Referente Ss University NMSU P NEW MEXICO STATE UNIVERSITY LAS CRUCES LAS CRUCES 412B ACADEMIC RESEARCH B 100 amp G 1068 Campus Property Location or Room 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 April 2013 AiM 6 2 1 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 AI Hello DOLAREY Logout About Help e Custor Service Menu gt Q ustor 4 2 Click on Search icon and the following screen will be displayed JAM Hello DOLAREY Logout About Help customer Rene e o Customer Request gt All Show All Transaction T Reference 5 Status APPROVED lt 11 lt Common Problem List K Organization Requestor lt K wyy Uu Desired Date Contact KIR JUO UUUUU UU Cont
30. e Documents attached within AiM should be necessary and relevant to the applicable customer request or transaction e Please be cognizant of server space limitations Do not attach multiple copies of the same document s and or picture s March 2013 29 JAIM Hello DOLAREY L e Customer Request View ogout About Help Request Details Common Problem List P Requestor cunts 77 Organization CNP Requestor e Contact Phone Contact Contact Email icon to validate communication is required Transaction Created By DOLAREY Vf Date Created Mar 20 2013 09 46 AM Status SUBMITTED P Work Order Desired Date C Reference CI University CC CD omme Ss Campus Property Location or Room Enter the Organization number in the Organization field and click on the Zoom Enter a Contact name Contact Phone and Contact Email this is needed if April 2013 elp customer Request view Select v gt Ay AiM 6 2 1 User Manual Hello DOLAREY Logout About Hel Transaction Created By DOLAREY Status SUBMITTED P Date Created Mar 20 2013 09 46 AM Request Details Work Order Common Problem List Description Referente Requestor Accounts Location Organization Coo O P University Contact Contact Phone C 3 dd Location or 10 om TIP Tea Enter an Index number or view
31. ember based on your Module selection criteria fields displayed may vary With the Search screen displayed search for all approved customer request by completing the following steps IV Hello DOLAREY Logout About Help customer Request D PA 9 Y oe All Customer Request Transaction lt Referente Status ell PPROVED ul faulfu Common Problem List lt Organization F00603 lt ng E e 1 E Requestor Desired Date Contact UH E E Contact Phone alallala le eelle lt Contact Email University lt Ao M G UH b l 4 Campus Property Location or Room s Is k lt Description Created By Date Created Editor a Edit Date M e Extra Description N contains w If vi m 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 Execute 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 TR Ww sean TH To return to the Module Menu click on the module icon to the left of the M
32. esired Date Problem Code RECYCLE PICK UP Reference S ork Order pprover Comment Contact CENTER FOR LEARNING amp PRO null Requestor Phone sd Addresst ReguestorEmalle dolarey nmsu edu ddress Cty State ip Code Contact DEE O LAREY Contact Email dolarey nmsu edyu Contact Phone 646 7176 Location Region MMSI NEW MESICO STATE Facility LAS CRUCES LAS CRUCES UNIVERSITY Property 4128 ACADEMIC RESEARCH B Location 1066 STAFF OFFICE 100 amp G ELIGIBLE Extra Description Customer Request Extra Description Mar 20 2013 9 54 AM Aim Customer Request 86121 2 Click on the Print Report icon and the following screen will display March 2013 41 AiM 6 2 1 User Manual Customer Request Summary Report 104 ei Er E L Showing page 1 of 1 NI I Goto page ie Customer Request AN M 86121 Status SUBMITTED Customer Request Summary Report Customer Request Description RECYCLE PICK UP TESTING sl Desired Date RECYCLE PICKUP Men Approver Comment Print Format Contact HTML CENTER FOR LEARN Oppr TT ess2 e DEE OLAREY dolarey nmsuedu mber 3 and or page range s For example 1 6 or 1 3 6 Location NMSU NEW MEXICO 412B ACADEMIC RESEARCH B Location 1068 STAFF OFFICE 100 amp G ELIGIBLE Extra Description O current page O Pages Mar 20 2013 9 54 AM AiM Customer Request 86121 3 Click on the PDF radio button
33. ght hand corner of the main title bar mat UVI e Customer Request META Select Select Transaction Created By Status Extra Description Sent Email Date Created Notes Log Status History i uu Related Documents Request Details Work Order Hello DOLAREY Logout About Help Common Desired Date Problem List Reference Description Requestor Accounts Organization Index Location University Requestor Campus Contact Eanes Contact Phone Location or Contact Email 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 March 2013 13 AiM 6 2 1 User Manual JAM Hello DOLAREY Logout About Help e Customer Request view seet vil a Transaction Created By DOLAREY Status SUBMITTED P Date Created Mar 19 2013 02 29 PM Request Details work order Problem List Description Referente Requestor Accounts Location Organization Coo E P University Contact Phone FO onarena gt Location or Room 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 Work Order Requestor Accounts and Location blocks
34. ion Index 3 Scroll down and find the Index field 4 From the Operator field select In from the drop down list 5 Enter the desired Index number in the Criteria field 6 Click on Execute Search icon and the following screen will be displayed Hello DOLAREY Logout About Help Bill Sequence Bill Date Bill Billed Transactions Transaction Description Transaction Type Transaction Date Subledger Bill Type TIME CARD APPROVAL Timecard Jan 27 2010 Labor Debit 1005 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 19 2010 Labor Debit 1005 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor Debit 1005 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor Debit 1005 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor Debit 1005 Jan 28 2010 7 To export query click on Export icon Tip Once the file has been exported and saved the Bill Date column format will A need to be changed to a date format so the date is displayed March 2013 55 AiM 6 2 1 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 Queries ES a Jaci 1 Scroll down and find the Index field 2 Enter 1 in the Sort Sequence field next to Index 3 From
35. l Query Process is now complete April 2013 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 and saved in the AiM application To use the Notes Log complete the following steps AM Hello DOLAREY e Customer Request MENA Select Select F Transaction Created By DOLAREY j a DE SUBMITTED Sent Ema Date Created Mar 20 2013 09 11 AM Notes Log Status History p Related Do ed Documents Request Details Work Order Common RECYCLE PICK UP Desired Date Problem List Reference Description RECYCLE PICK UP TESTING Requestor Organization F00603 Index 0 SHOP CHARGE 1 amp G University NMSU CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO Campus LAS CRUCES Acct 758500 LAS CRUCES Code Contact DEE O LAREY Property 412B ACADEMIC RESEARCH B 100 amp G Contact Phone 646 7176 PPD SERVICES Location or 106B Contact Email dolarey nmsu edu Room 1 Cli
36. m Shop SIGNS CARPENTRY select Extra Description Vi Reference Data Account Setup Cost Analysis Sent Emai Notes Log User Defined Fields Status History Related Documents Classification Common NAME PLATES Problem List NAME PLATES AND TAGS Type ALTERATION ALTERATION Category SPACE ALTERATION MODIFICATION TO STRUCTURE OR Job Priority Work Code Priority Status X0009 3 ROUTINE CLOSED X0009 3 ROUTINE CLOSED 1 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 SAM Work Order Cost Analysis Description Cost Analysis Subledger Labor Hours Labor Cost Estimate 0 00 0 00 Actual 3 00 85 48 Encumbered 0 00 Billed 85 48 Hello DOLAREY CPOOR Material Cost Equipment Cost Contract Cost 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 3 Click on the Done icon when finished March 2013 Budget Work Order Created By Date Created Dec 14 2009 11 28 AM Budget MAKE NAME PLATES FOR THE FOLLOWING EMPLOYEES AND ADHERED TO THE WALL CORRESPONDING THE OFFICE NUMBERS PER EMAIL SENT TO TINA PATTON Logout About Help Enforce Budget Total Cost 0 00 85 48 0 00 85 48 53 AiM 6 2 1 User Manual Looking up Billed Transactions Using the Billed Transaction screen allows for greater flexibility if wanting to run more queries
37. mbursable 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 Shop Stock 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 performed who the work is for where the work is located and how the work is classified Closed phase 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 April 2013 AiM 6 2 1 User Manual Logging on Process AiM supports authenticated user access meaning that the system verifies your credentials and you are given access to the sy
38. nnnnvnennnsnnnnnnnnnvenennsnnnnnnnn 44 Checking the Status OL a Work Ordet sssusa AENEA 47 CT RNA 50 190 History Report and 370 Transaction Detail Report mnnnnnnnnnnnnnvvvvvvvvnennnnnnnnnnnnnn 50 Ea EE sec DEE ED 53 Looking up Billed TransathionssaavvjeeeeeG 54 March 2013 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 application 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 April 2013 AiM 6 2 1 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 March 2013 AiM 6 2 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
39. o Bill Amount Logout About Help aueries Bn EN DD a Click on the Execute Search icon and the following screen will be displayed Hello DOLAREY nsactions Logout About Help gt o Q Description Transaction Type Transaction Date Subledger Bill Type 1503025 1501667 1558295 1568231 1569373 1569303 DISBURSEMENT CHARGE TIME CARD APPROVAL TIME CARD APPROVAL TIME CARD APPROVAL TIME CARD APPROVAL DISBURSEMENT CHARGE Purchase Disbursement Timecard Timecard Timecard Timecard Purchase Disbursement Sep 01 2011 Sep 01 2011 Sep 03 2011 Sep 03 2011 Sep 21 2011 Sep 20 2011 Material Labor Labor Labor Labor Material Debit Debit Debit Debit Debit Debit 1626907 TIME CARD APPROVAL Timecard Oct 03 2011 Labor Debit 1697603 TIME CARD APPROVAL Timecard Oct 24 2011 Labor Debit 1891799 TIME CARD APPROVAL Timecard Dec 02 2011 Labor Debit TIME CARD APPROVAL Timecard Labor Debit 1885843 Nov 28 2011 1887825 TIME CARD APPROVAL Timecard Dec 07 2011 Labor Debit 2445369 TIME CARD APPROVAL Timecard Mar 29 2012 Labor Debit 2445717 TIME CARD APPROVAL Timecard Mar 29 2012 Labor Debit Click on the Index column to group all the same indices To export query click on Export icon March 2013 Bill Sequence 1239 1239 1243 1243 1245 1245 1255 1268 1287 1287 1287 1351 1351 Bill Date Sep 02 2011 Sep 02
40. o 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 JAM Hello DOLAREY WorkDesk Menu Administrator Messages Logout About Help E work Management Customer Service d Finance Personal Query Count amp 0 Work Management Material Request FOR PLUMBING THE MATERIAL REQUESTS NEEDING APPROVAL M System Administration B 193 Work Management Work Order NEW WORK ORDERS TO REVIEW B 374 Work Management Work Order NEW WORKS NEEDING PRIMARY PERSON ASSIGNED Quick Links O INDEX LOOKUP O ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL c 2013 Asset Works 1 Click on Customer Service and the following screen will be displayed SJAM Hello DOLAREY Logout About Help e Customer Service Menu Q Customer Reques Report Listing a 60 CUSTOMER REQUEST PRINT O 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT Quick Links O INDEX LOOKUP OU ORGANIZATION LOOKUP TRAINING VIDEO J CUSTOMER REQUEST MANUAL ic 2013 AssetvVorks 2 Click on Customer Request and the following screen will be displayed April 2013 SHAM e Customer Request Hello DOLAREY AiM 6 2 1 User Manual Logout About Help View a GSE Request Details Common Problem List Description Requestor Accounts Organization Index Req
41. ocation Organization F00603 Index 0 SHOP CHARGE I amp G University NMSU CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO Campus LAS CRUCES LAS CRUCES Acct 758500 Code Contact JANIS HALLEM Property 412B ACADEMIC RESEARCH B 100 I amp G Contact Phone 646 7444 PPD SERVICES Location or Contact Email jahallem nmsu edu Room 7 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 April 2013 AiM 6 2 1 User Manual Hello DOLAREY Logout About Help view oe QRS NER Work Order Created By CPOOR Status READY TO CLOSE N Date Created Jul 03 2012 11 00 AM A O Description WE NEED THE RECYCLE BIN EMPTIED AT ARC B THANKS Desired Date Budget Organization Property Organization F00603 University NMSU Common RECYCLE PICK UP Problem List CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY RECYCLE PICK UP Requestor CENTER FOR LEARNING amp PRO i LAS CRUCES Type MAINTENANCE MAINTENANCE Category RECYCLING 412B WEEKLY PICKUPS ORGANICS LAS CRUCES Contact JANIS HALLEM ContactPhone 646 7444 Job Priority ACADEMIC RESEARCH B 100 amp G Contact Email jahallem nmsu edu Phase Phase ption Location or Room Shop Work Code Status oor D THE RECYCLE BIN EMPTIED AT ARC B THANKS RECYCLING
42. odule title March 2013 17 AiM 6 2 1 User Manual Looking at your Search Query Results With the search results displayed review the screen below JAIN Hello DOLAREY e Customer Request facastil nmsuedu NMSU LAS 412B Transaction Reference Status Common Problem List Description Organization Requestor Contact Contact Phone Contact Email University Campus Property NEED RECYCLE FO0603 CENTER FELICIA 6 7444 BIN EMPTIED AT FOR CASTILLO CRUCES 1659 APPROVED RECYCLE PICK UP NORTH END OF LEARNING BUILDING amp PRO LOCATED NEAR THE COKE MACHINE Logout About Help APPROVED LOCK CHNGEKEYS CUT FOLLOWING F00603 CENTER FELICIA facastil nmsu edu LAS KEYS 2 SUITE FOR CASTILLO CRUCES 101 SOUTH SIDE LEARNING 1 SUITE 106 amp PRO NORTH SIDE 3 LAB 101 PARALLEL Vio 489618 APPROVED FURNITURE MOVE NEEDS MODULAR FO0603 CENTER FELICIA facastil nmsu edu LAS 412B FURNITURE FOR CASTILLO CRUCES PANELS MOVED LEARNING TO STORAGE amp PRO UNIT 35 APPROVED TEMP CONTROL THERMOSTAT NEEDS TO BE CHECKED IN LAB FO0603 CENTER FOR LEARNING FELICIA CASTILLO facastil nmsu edu 101 IF POSSIBLE amp PRO MAY NEED TO MOVE SENSOR FROM LAB 101 INTO HALLYYAY OF SUITE 101 FOR ANY QUESTIONS PLEASE CONTACT SHARON LALLA 6 5968 OR ROBBIE GRANT Records Found 121 1 Column headings are Transaction Reference Status Common Problem List Description Requestor Contact
43. ontact Email University 1i lt Cp Cp CC PC contains w lt a Campus Property Location or Room 1i lt 1 lt Description ie i Created By Date Created Editor lt v v vw lt J Edit Date Extra Description vw contains w ic 2013 AssetWorks 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 March 2013 19 AiM 6 2 1 User Manual De The following Personal Query Screen will be displayed Hello DOLAREY Personal Query 10 Click on the Save icon no shown located on the header 12 Module Customer Service Screen Customer Request Query Count Enter a name for the Personal Query e g Incomplete Work Orders Click on the arrow next to the WorkDesk field and select Yes results will be displayed in the Personal Query list on the WorkDesk 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 Though not required the same information or name given to the Personal Query can be entered in the Description field When finished click on the Done icon to return to the previous Search screen Click on the AIM icon to return to the WorkDesk The Persona
44. p PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp HUMAN RESOURCE SERVICES FUND 111260 ORG 530350 Campus LAS CRUCES LAS CRUCES 758500 P Contact DEE O LAREY Property 4128 Contact Phone 6 7176 ACADEMIC RESEARCH B 100 amp G PPD SERVICES Location or Contact Email dolarey nmsu edu Room c 2013 AssetWorks 1 In the Description Field ensure that See Attachment is included ream P a After entering the description of the work on the description field of the customer 2 request make sure to also state See Attachment when sending an attachment otherwise it will not be noticeable by the work order recipient March 2013 33 AiM 6 2 1 User Manual AIM e Customer Request Transaction Request Details Common NAME PLATES Problem List Description NAME PLATES AND TAGS SEE ATTACHMENT Requestor Organization F00603 CENTER FOR LEARNING amp PROF DEY Requestor CENTER FOR LEARNING amp Contact DEE O LAREY Contact Phone 6 7176 Contact Email dolarey nmsu edu Hello DOLAREY Created By DOLAREY Date Created Apr 01 2013 12 48 PM Accounts Index 112799 P Acct 758500 Code PPD SERVICES 2 Click on the View Drop Down 3 Select Related Documents Status Work Order Desired Date Reference University Campus Property Location or Room Extra Description Jotes Log Status History Related Documents NM
45. r Request Report Listing a O 50 CUSTOMER REQUEST PRINT O 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT Quick Links O INDEX LOOKUP O ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL c 2013 AssetWorks 1 Click on the Organization Lookup link and the following screen will be displayed March 2013 25 AiM 6 2 1 User Manual S E New Mexico State University UCC Univeristy Computer Center ICT Help Support amp You are here NMSU Level 7 Org Lookup sagde add Banner Level 7 Org Lookup For Support contact 575 646 HELP NMSU Home Phone Directory Deput Ej ng Search by Organization Number Search Organization Number Please Select j http ffbfwebl nmsu edu FSAflevelflevel7org Iookup asp 4 X Goc gle pe Favorites Tools Help convert X F select Links f dh i Page v Tools ET UCC Univeristy Computer Center ICT Help Support amp You are here NMSU Level 7 Org Lookup ko eile Banner Level 7 Org Lookup For Support contact 575 646 HELP 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 department organization number and highlight then click on the Submit button and the following screen will be displayed
46. red Date Budget Common Problem List Type Category Job Priority Work Code X0009 X0009 CLOSED NAME PLATES NAME PLATES AND TAGS ALTERATION ALTERATION SPACE ALTERATION MODIFICATION TO Priority Status 3 ROUTINE CLOSED 3 ROUTINE CLOSED 5 With the Work Order displayed click on the Print icon and the following screen will be displayed Work Order 10 WORK ORDER PRINT 180 WORK ORDER PHASE 260 PM PRINT WO 370 WO TRANS DETAIL RPT 371 WO PHSE TRANS DET RPT 385 WO PHS COST ANALYSIS 425 WO EST LEVEL SUMMARY 426 WO EST LEVEL DETAIL Hello DOLAREY Logout About Help 6 Click on 190 WO TRANS VIEWER or 370 WO TRANS DETAIL RPT or another section report and the selected report will be displayed March 2013 SI AiM 6 2 1 User Manual Work Order Transaction History Report Showing page 1 of in Work Order wy IA 10 001026 10 001026 Status CLOSED Work Order Transaction History Report Work Order ADHERED TO THE WALL CORRESPONDING THE OFFICE NUMBERS PER EMAIL SENT TO TINA PATTON Budget 80 00 Tran sact i on H i sto ry Total Costs for Work Order Labor Costs Date Transaction Line Jan28 2010 1068 WORKORDERJOURNAL 3282 Jan26 2010 1082 WORKORDERJOURNAL 80252 Subtotal Total Costs for Work Order Mar 25 2013 12 51 PM Aim Work Order 10 001026 7 The selected report will be displayed Click on the Print icon and the following screen will be displayed
47. red 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 March 2013 15 AiM 6 2 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 o y O 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 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 April 2013 AiM 6 2 1 User Manual Performing a Search Query Below is an example of performing a Search Query Rem
48. stem 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 UserName GS Password Login O AssetW RKS 2 Enter your User Name and Password in the field boxes 3 Click on the Login button m Tip Tea You can create a bookmark in your browser for quick access to the AiM system March 2013 AiM 6 2 1 User Manual Once you have logged on the WorkDesk will be displayed JAM 7 WorkDesk Hello DOLAREY 3 7 enu a Administrator Messages a QA ogout About Hel elp D E Work Management af Customer Serice Personal Query Count d Finance amp 0 Work Management Material Request FOR PLUMBING THE MATERIAL REQUESTS NEEDING APPROVAL 193 Work Management Work Order NEW WORK ORDERS TO REVIEW B 374 Work Management Work Order NEW WORKS NEEDING PRIMARY PERSON ASSIGNED L System Administration Quick Links INDEX LOOKUP ORGANIZATION LOOKUP TRAINING VIDEO CUSTOMER REQUEST MANUAL cy 2013 AssetWorks 1 AiM icon identifies the vendor Note When navigating away from the WorkDesk and working within the applic
49. t blank left blank March 2013 AiM 6 2 1 User Manual Below is a list of additional icons that may be displayed while working within the application Icon Description Keyboard Icon Description Keyboard Short Cuts Short Cuts Delete Detail Alt D Error Flag Intentionally Record left blank se cow os ie oe i Query Add Reset Alt R Content WorkDesk Alt I WorkDesk Note The keyboard short cuts are dependent on the screen displayed April 2013 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 Customer Service Menu O q a Customer Request Customer Request Approval Menu Work Management e Customer Service de Finance Setup Quick Links Report Listing a edi JJ INDEX LOOKUP ORGANIZATION LOOKUP G TRAINING VIDEO J CUSTOMER REQUEST MANUAL O 50 CUSTOMER REQUEST PRINT O 428 UTILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT fc 2013 Assetvorks 1 Select desired Module Module will be displayed 2 Select desired Screen Screen will be displayed March 2013 AiM 6 2 1 User Manual Customer Request 11 AiM 6 2 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 Hello
50. the Operator field select In from the drop down list 4 Enter the two desired Index numbers in the Criteria field Note When searching for multiple Indices ensure that a comma is placed between the Indices with no spaces st AM Hello DOLAREY Logout About Help Bined Transactions it 28 2 gt 3 Billed Transactions Hide All Show All Transaction Ly Description Transaction Type E Transaction Date vi Subledger a 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 Sed red eee April 2013 AiM 6 2 1 User Manual SAM Bil Bill Type Bill Method Transaction Bill Sequence Bill Date Estimated Start Estimated End Source Transaction Source Line Item Bill Amount 112799 112799 112799 112799 112799 112799 112799 112799 112799 112799 112799 112799 112799 16 17 Hello DOLAREY led Transactions v COUO lt 11 lt Enter 7 in the Sort Sequence field next to Bill Type Enter 8 in the Sort Sequence field next to Bill Sequence Enter 9 in the Sort Sequence field next to Bill Date Enter 10 in the Sort Sequence field next t
51. uestor Contact Contact Phone Contact Email Transaction Created By Date Created Status Work Order Desired Date Reference Location University Campus Property 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 DOLAREY e Customer Request Logout About Help view EP Transaction Created By DOLAREY Date Created Mar 20 2013 09 46 AM Request Details Common Problem List 7 n Requestor Accounts Ce Organization Index CN Requestor Contact Phone Contact Email Contact Status SUBMITTED P Work Order Desired Date CD Reference CI University Cp CD DD Campus Property Location or Room 4 Type in description of the work being requested in the Description field Note If attaching documents to a Customer Request include see attachment in the description field For steps on attaching documents refer to How to Attach Documents in AiM section Guidelines for Attaching Documents e Documents within AiM are not private All documents can be viewed by anyone with access to AiM Do not attach documents with sensitive or private information

AiM Customer Request User Manual

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