AiM Overview and Basic Navigation User Guide

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1 AiM Overview and Basic Navigation User Guide East Carolina University Department of Facilities Services Version 2.0 May

2 AIM OVERVIEW AND BASIC NAVIGATION USER GUIDE Welcome to AiM! AiM, "Intelligence within Asset Management, is an Asset Works product used by Facilities Services to maintain building, property, maintenance and mechanical asset data. The purpose of this user guide is to familiarize all AiM users with the basic functionality of AiM. This user guide covers the main AiM screens, icons, and search processes that are applicable to all users. Additional user guides will be available to describe specific AiM tasks performed by various users within the system. If you have questions or comments on this guide, please contact FS Maintenance Engineering at

3 TABLE OF CONTENTS OVERVIEW... 2 NAVIGATION... 4 INTRODUCTION AIM ENVIRONMENT... 7 LOGGING INTO AIM CR APPLICATION... 7 LOGGING INTO AIM MAIN WORKDESK PAGE AND TITLE BARS TITLE BARS WORKDESK LAYOUT MANAGER SCREEN SCREEN TYPE: SEARCH SCREEN PERFORMING ADVANCED SEARCH SCREEN TYPE: BROWSING DATA (RESULTS OF A SEARCH) SCREEN TYPE: ENTRY SCREEN STANDARD VIEWS

4 1 1. NAVIGATE TO AIM To access ECU s AiM application, open AiM application, open Internet Explorer or Google Chrome and type the link below into the address bar or Ctrl + Click to follow link. Do not use the Internet Explorer or the Google Chrome navigation buttons after opening AiM!! Training (Test Site): Production (Live Site): Training CR Application (Test Site): Production CR Application (Live Site): 2. LOG INTO AIM Login to AiM by entering the domain credentials provided to you. 3. AIM NAVIGATION ICONS AiM uses a variety of buttons, most commonly found in the top, left corner of the screen. These quick reference charts provide the name, picture and description for each icon. 3.1 HEADER TOOLBAR BUTTONS These icons appear above many AiM screens. They are used to create new records, find existing records, update existing records, and view a list of records that the search function found. After a new record has been added or a current record has been edited; remember to click Save to commit the changes that were made to the screen. Name Icon Description New The New button is selected to create a new record. Edit Save Cancel Browse Help The Edit button is selected to update a record. The Save button is selected to save edits made on a record. The Cancel button cancels the current transaction/action without saving. The Browse button takes the user back to the last search results list. The Help button opens online help descriptions. 4

5 Search Execute Quick Search The Search button opens the search screen tailored to the primary screen (e.g., Work Order screen) The Execute button initiates a search based on the entered search criteria. The quick Search icon enables the user to search quickly without entering detailed search criteria. The Quick Search performs a search based on the record s primary data field. (e.g. A work order search would be based on work order number). 3.2 ACTION MENU BUTTONS The Action menu is available on the left side of the AiM screen and contains several buttons for features such as; printing, ing, exporting, etc. Name Icon Description ViewFinder The Viewfinder button displays a series of hyperlinks to all transactions associated to the work order /phase. The Viewfinder has two tabs, one for documents, and one for associated transactions. The button enables the user to send an with the record URL attached. For instance, the user could send an with a link to a specific work order. Print Copy Export The Print button opens the record in a printer-friendly view. The Copy button enables the copying of the retrieved record. This button is found on a number of screens including the Work Order, PM Template, Master Asset Profile, etc. The Export button allows you to export the information you are currently viewing into Excel. 3.3 DETAIL TOOLBAR BUTTONS These icons appear on the child or detail portions of header screens. They appear in the body or at the top of the detail screen. Name Icon Description Add Detail Record Remove Zoom Attach The Add Detail Record icon adds a child or detail record to header records. It can be used to add as many child records as the user needs to properly define the parent record. The Remove button removes a record that has been added to a Header record. The Zoom icon opens a pre-defined list of values for the selected field (similar to a drop-down list) The Attached button is selected to attach documents to a record. 5

6 Calendar Error Flag Done Back The Calendar button allows the user to rapidly input dates. The Error Flag icon will appear next to the field/transactions that caused the error. This icon is often found on approval screens to isolate issues as they arise. The Done button is clicked by the user when they have completed the detail record and want to return to the previous screen. The Back button allows the user to return to the previous screen. Note: this button only appears when you cannot edit the information that you re viewing. 6

7 INTRODUCTION AIM ENVIRONMENT The purpose of this chapter is to familiarize the user with the AIM Environment. This includes logging in to AiM CR Application, AiM Application, WorkDesk, icons, menus, search screens, working with data, and entry screens. LOGGING INTO AIM CR Application Customer Request Creation The Customer Service module of the AiM application is used to collect requests for repairs, and maintenance tasks, directly from customers via an outward facing screen. Multiple customer request screens are available for use, however, many organizations create their own versions of this screen. In the case of East Carolina University, the Customer Request Web Page is used to capture customer requests, for problems to be reported, or work to be completed within the AiM application. All requests will be entered using the customer request portal, unless instructed otherwise. Note: Entry Points on any AiM screen that are outlined in red represent a required field that must be filled in to continue to the next screen. Requestor and Department are fields that do not default with the red required outline, but are required for many processes. Customer Request Creation from the Customer Request Portal This method is used to create and submit a Customer Request from the customer portal. Logging into the Customer Request Portal: 7

8 1) Log into the Customer Request Portal: Figure 1 User Name: This field is populated with the user s Pirate ID. Password: This field is populated with the password. Login: Clicking the login button passes the user login and password information to the system. 2) Enter your login ID (Pirate ID) and password, then click the Login Button 8

9 Figure 2 3) The User Data View screen. The user may verify their login information, and then click Menu to proceed to the next page. Figure 3 9

10 4) Select Enter a new request from the Customer Service Request screen. Figure 4 5) Select the appropriate Property ID by clicking on the Zoom Icon, to the right of the Property ID field. Figure 5 10

6) Select from the list of available properties, by choosing the description of the desired property. Note: There may be multiple pages of properties to choose from.

11 6) Select from the list of available properties, by choosing the description of the desired property. Note: There may be multiple pages of properties to choose from. If needed, use the arrows at the top of the list to navigate through the returned pages of results. Figure 6 7) Optional: Select the room # associated with the request by clicking on the Zoom Icon, to the right of the Room # field. 11

12 Figure 7 8) Optional: Select the appropriate room number for the request, by choosing the description of the desired location. Figure 8 12

13 9) Once the appropriate Property/Location has been selected, click Enter Request Figure 9 10) Enter a full detailed description of the issue being reported. Figure 10 13

14 11) Optional: Enter a Desired Completion Date, Problem Code (if known), Additional Contact Info, and Banner FOP (if known). Figure 11 12) Once all required information has been entered, and a full description of the issue being reported is present, click Save Request 14

15 Figure 12 13) Your Customer Request has been submitted. Note: The request number is displayed for future reference. Figure 13 15

LOGGING INTO AIM ellisch14 ****************** 1 2 3 1 2 3 User Name: This field is populated with the user login. Password: This field is populated with the password.

16 LOGGING INTO AIM ellisch14 ****************** User Name: This field is populated with the user login. Password: This field is populated with the password. Login: Clicking the Login icon passes the user login and password information to AiM. MAIN WORKDESK PAGE AND TITLE BARS The main WorkDesk is very similar to past versions but has several icon changes for returning to the AiM WorkDesk, Module WorkDesk, and the inclusion of plain text icons to facilitate rapid training and implementation. 16

17 Blue button is always the primary action for the screen. Green button indicates some sort of schema update via save or approval. Red Button indicates some sort of schema update to delete, remove, or reject. Gray button is purely a navigation or secondary action. Returns to the main WorkDesk. TITLE BARS AiM Program Title Bar (see top line from left to right): Greeting: displays a greeting to the logged on user. About: displays AiM version, database properties, user session information, and any third party licenses. Help: brings up the AiM documentation (AiM 8.6). Logout: clicking on this link will log the current user out of AiM. 17

18 Module Main Title Bar: Module Name: This is the name of the module, in this case, Work Management. Menus: Modules have two menus, the primary listing of screens to transact within a given module and the setup menu that lists screens devoted to defining setup codes. Note that the setup screen menu must be exploded to see the setup screens. Click the up or down arrow (, ) to close or open the setup screens menu. WORKDESK The WorkDesk personal information system offers a graphical gateway to important business information that users access every day. The WorkDesk aggregates user-specified data such as notices, approvals, tasks, queries, and more. The body of the WorkDesk screen will contain channels, or blocks of information based on personal queries defined by the user. Content may contain: Personal queries linking the user to transactions requiring approval. Quicklinks such as web pages, AiM screens, AiM reports. 18

19 Administrator Messages delivered in the form of global informational messages. Personal query counts to link the user to transactions activity in realtime. Displays an employee s work for the day, as listed on their Daily Assignment Sheets. Updates dynamically throughout the day. 19

20 AiM Navigation and Setup 20

21 LAYOUT MANAGER SCREEN The Layout Manager Screen determines the layout of the WorkDesk Channels. The user determines where to place the channel, selects the channel to place on the WorkDesk, clicks on the blue Add Icon on the Available Channels bar, and then the green Save Icon to save the change(s). Returns to the module WorkDesk. ADMINISTRATOR MESSAGES CHANNEL The Administrator Messages Channel is used to display communication messages from the application administrator to the users on their respective WorkDesks. This is a wide format channel appearing on the right side of the WorkDesk. Messages will display in this channel if the current date is between the message start and message expire dates as identified by the administrator. More than one message may appear in this channel. If groups are assigned to the administrator message detail, only users in those groups will see the message. APPROVALS CHANNEL The Approvals Channel displays a count of various records that are awaiting approval. These approvals are based on personal queries constructed on query screens in the various modules of the system. Common approvals are customer service request approvals and timecard approvals. As such, personal queries constructed on the customer service request approval and timecard approval query screens are 21

22 eligible to appear in the approvals channel. This is a narrow channel. Once this channel is added to the WorkDesk, the user can edit parameters by clicking the edit link on the channel. Note: if a manager is responsible for approving the customer service requests in a particular facility area, and is the backup approver for a neighboring facility area, two approval channels should be created on the WorkDesk - one for each facility area. CHART REPORT CHANNEL The Chart Report Channel is used to display and run graphical (chart) reports on the WorkDesk. The selected report will display and run in this wide format channel. Graphical (chart) reports are created using the BIRT reporting tool. DAILY ASSIGNMENTS CHANNEL The Daily Assignments Channel displays a listing of work order/phase records to which the user has been assigned for the current date. This is added as either a narrow or wide format channel. The narrow channel displays work order and phase. The wide channel also displays the phase description. The user can click on any of the work order/phase links to open the specified record. The effective management of daily assignments requires the coordination of work order/phase statuses, phase shop person assignments, and the creation of a daily assignment list. The Employee Profile and User Security Screens must also be associated with each other using the employee identification field on the User Security Screen. IMAGE CHANNEL The Image Channel displays image files on the WorkDesk. Images are set up in the document administrator, and saved in the document repository. This narrow channel can be associated with a URL address, which will launch when the image is clicked. EXTERNAL FEED CHANNEL The External Feed Channel is used to add really simple syndication (RSS) feeds from a specified website to the WorkDesk. This wide channel will display headlines from an RSS site. Once this channel has been added to the WorkDesk, edit specific parameters by clicking the edit link on the channel. PERSONAL QUERY COUNT CHANNEL The Personal Query Count Channel displays the counts for specified personal queries on the WorkDesk. On this wide channel, the count (number of rows returned) will display next to each personal query listed. Each personal query listed can be launched by clicking on it. 22

23 PERSONAL QUERY LISTING CHANNEL The Personal Query Listing Channels display a listing of your personal queries on the WorkDesk. This can be added as either a narrow or a wide channel and listed queries can be launched and run by clicking on them. QUICK LINKS CHANNEL The Quick Links Channel displays a list of quick links on the WorkDesk. This is a narrow channel. Quick links can be shortcuts either to screens, reports or websites. Clicking on a link will open the target screen/report/website. QUICK SEARCH The Quick Search Channel enables the screen quick search from the workdesk. This functionality provides the mechanism to select a screen in AiM for rapid display (e.g., Work Order). REPORT LISTING CHANNEL The Report Listing Channel displays a list of reports on the WorkDesk. On this narrow channel, report links can be clicked to run the selected report directly from the WorkDesk. This provides convenient access to frequently viewed reports. Reports are created using the BIRT reporting tool. SURVEYS CHANNEL The Surveys Channel displays a count and a link to surveys sent to the user. The survey type and definition must be set up in the System Administration Module and are linked to a phase status or contract. WORKFLOW This channel provides a list of workflow items awaiting a response. WORKFLOW COUNT This channel provides a count of workflow items awaiting a response, grouped by screen. IDESK The idesk Channel provide a view of work started on a mobile unit by mobile user. SCREEN TYPE: SEARCH SCREEN The body of the search screen contains fields and criteria for searching data and creating pertinent search results. This section will describe search icons, the quick search field, and search qualifiers. Below is an example of a search screen: 23

24 The search screens in AiM 8.6 were developed to provide enhanced performance by not loading the advanced details found on most screens in AiM. Personal queries are displayed in menu form on the LEFT side of the screen. 24

25 PERFORMING ADVANCED SEARCH Advanced searches available after selecting the Advanced Search button. 25

26 QUICK SEARCH FIELD This field is located on the bottom of each screen and provides a rapid way to search for results without opening up the search screen. This field must have a typed value. This searches the typed value with a contains statement. The screenshot below shows an example of a typed value. In this case, retrievable results would include work orders with the following work order numbers: , , or THE SEARCH BODY: First dropdown box controls sorting: Ascending or descending. Second entry box: Sequences the columns on the screen. The primary key is always first. If you fill in one or more sorting sequence boxes, only those fields will display, in the order you designate. Operator dropdown box: Operators are field sensitive and add/subtract operators based on the type of field (date fields have operators specifically for date related queries. EXAMPLE AIM SEARCH QUALIFIERS Qualifier Actions Examples = Equals To In this example the status must be OPEN > Greater Than In this example the date must be later than 27 February,

27 < Less Than In this example the work order number must be less than Qualifier Actions Examples <= Less Than OR Equal To >= More Than OR Equal To <> Not Equal To Starts With End With The field must start with the data typed The field must start with the data typed This example would return BROKE WINDOW, BROKEN LIGHT, BROKEN GLASS IN MEN S RESTROOM This example would return JOHN SMITH, PHIL GOLDSMITH, MARY JENKINSSMITH 27

28 Null Do not type in the search field, it must be blank This example would return all the work order where contact is not filled in. Not Null Returns only records with populated estimated hours Qualifier Actions Examples In Returns BIOLOGY, MATH, ENGLISH Not In Returns CHEMISTRY, ENGINEERING, etc. Between The fields must be within the listed range (date field and numeric fields only) 28

29 Within The field must be within the listed timeframe (date fields only) Newer Than Record returned must be more recent than 4 days ago Qualifier Actions Examples Older Than Record returned must be older than 3 weeks ago Last Record returned within last the month Next Returns records with desired completion date in the next 5 days 29

30 Column One of the more powerful operators that compares two different database columns Returns phases where the actual cost has exceeded the estimated cost User Returns all records created by whoever is logged in at the time 30

SCREEN TYPE: BROWSING DATA (RESULTS OF A SEARCH) Column Headings : Shows column/field names for dataset displayed in body of screen. Clicking on column headings will sort data by that column.

31 SCREEN TYPE: BROWSING DATA (RESULTS OF A SEARCH) Column Headings : Shows column/field names for dataset displayed in body of screen. Clicking on column headings will sort data by that column. Data List : displays data listing for module process or setup table selected. First column will contain an underlined hyperlink to select a data item. Page Navigation by page number: Type a page number in the box and click the Go Icon. Page Navigation icons: Click the intuitive icons to navigate the pages of the search results. Record Count: displays the total number of records found for the search selection. 31

32 SCREEN T YPE : E NTRY S CREEN Body : All entry screens contain the same format (Fields bordered in red are required to save the record). Blocks : Information is segmented into data blocks (example above shows Title, Status, Organization, Property, and Classification Blocks). Detail Data: If there is dependent data (e.g., Phases are dependent to a work order and line items are dependent to a Purchase Order), there will be a Title Bar over the bottom section of the screen, with Add or Load Detail icons (and sometimes a Remove or Delete Detail icons). 32

33 STANDARD VIEWS The following table lists the standard view screens found throughout AiM (listed on a left side menu for easy access) that provide the same functionality regardless of what module they are located: STANDARD AIM VIEWS Standard View Extra Description Received Sent Notes Log Description The Extra Description View provides an additional 4000 characters to describe the parent record. This information is included in the parent record s search screen and is ideal when the basic 255- character description is insufficient. AiM 8.6 enables users to use lower case in description fields, and the Extra Description and Notes Log Views. This view displays all the received s relating to the work order. In order to receive and list s in this view, an address must be set up in the Address View of this screen. A corresponding address/alias must be set up on an server and associated with AiM via the Configuration Setup Screen in the System Administration Module. A list of sent s displays on this view. This will display all s created by using the hyperlink in the View Menu. The Notes Log View enables the user to add notes specific to the parent record. The Notes Log View accommodates 2000 characters and is classified by a note type code. The notes log can display notes on the WorkDesk and optionally display a filtered list of notes by type. AiM 8.6 enables users to edit existing notes (based on privileges). 33

34 User Defined Fields Status History User Defined Fields (UDFs) provide the ability to create fields for data entry not provided in the baseline product. UDFs must be built in the AiM System Administration Module for the module screen where the UDF will be employed. The UDF can be linked to a validation table enabling the user to select values from a pre-defined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities. The Status History View provides a viewonly record of statuses over time. Status history is automatically updated as statuses change. The status editor and date are included as a part of this history. The status history provides an excellent metric for turnaround time on work. 34

35 Standard View Description The Related Documents View enables users to attach electronic records, such as a documents, spreadsheets, or images from the document repository to the record on which the user is working. When doing so the user is first presented with a search screen to retrieve the desired document. The user can also attach new documents via the document wizard. The following steps are provided: attaching the document, adding metadata, adding attributes, and managing permissions. Related documents can also be a URL (web) shortcut. In addition, the Related Documents View now sorts documents by date, listing the most recent at the top of the list. Related Documents The Add Related Document wizard now allows selection of multiple files to upload. In addition, AiM 8.6 also has the ability to download simultaneously, multiple documents from the document repository as a single.zip file from either the Related Documents View or the Viewfinder. ENV AiM 8.1 made the global Related Documents View editable everywhere so the user does not have to edit the main screen. In addition, AiM 8.1 made the global Related Document View display a profile image in multiple locations within AiM that has a Related Document View. This change is visible on the following screens: Master Asset Profile Screen Property Profile Screen Location Profile Screen Contractor Screen Capital Project Screen Employee Profile Screen Inventory Part Profile Screen Equipment Profile Screen 35

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AiM 8.0 Reference Guide Environment

AiM 8.0 Reference Guide Environment 2015 AssetWorks LLC 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 (800) 268-0325 REVISIONS This document is based on AiM 6.0. Subsequent releases have prompted the following revisions to this baseline: