AiM System Announcements

Sunday, July 21, between 6am and 2pm: Scheduled planned monthly maintenance on our AiM system. During planned maintenance windows, some customers may experience one or more brief interruptions while services and activities are being completed. Interruptions are typically only a few minutes in duration, however; interruptions could extend longer due to complex or extraordinary activities.

If you experience any system issues please submit a FMIS service ticket (VPN or campus network required) and a member of our FMIS team will follow up with you.

AiM

AiM by AssetWorks provides Facilities Management staff and our CU campus customers an intuitive, user-friendly interface using mobile and desktop platforms; integrated time reporting for payroll and customer billing; improved access to current and historical information and metrics; process automation and streamlined workflow; predictive maintenance; and expanded customer communication options. The system sends work orders to technicians, provides automatic billing and cost distributions to departments, and captures labor and material costs for our campus buildings. It also tracks over 13 million gross square feet of campus space and occupancy, supports a preventative maintenance program for equipment and building systems, tracks staff hours, manages inventory, and allows tracking of keys across campus. Lastly, it also supports procurement processing and the operations control center (OCC).

AiM login:

Authorized use only. You will need to have gone through AiM training and be granted a role in the system in order to access these sites. All users must attend a training session before being issued a role in AiM.

AiM Production

ReADY Production

Help Desk

If you encounter an error while using the system please submit a service ticket. A member of our FMIS team will reach out to you to investigate (must be on the CU network or connected to VPN)

I&S IT Service Requests

Work Order Billing

Testing login:

The testing environment links below are the ones used during training sessions. We encourage users who have attended training to practice using this test environment before the system goes live. This is the system that will be used to train new staff, test new versions of the software, and run test scenarios.

AiM Test

ReADY Test

Standing Operating Procedures (SOP)

As new organizational processes and technologies have been implemented, it is essential that management and other key stakeholders have a clear understanding of new AiM operating procedures.

O&M SOP
Key and Access (coming soon)

Key Terminology

ReADY – a website where campus customers can submit key, space, and maintenance work requests to Facilities Management (FM)
AiM – a website used by FM employees to track and manage work created through ReADY
Go – a mobile app used daily by our trades crew members to manage their work, fill out timecards, and communicate with other shops

Go Mobile App

Please follow these instructions to install the GO mobile app

Training Guides

Course Name	AiM Roles required to take this course	Topics Covered	Course Agenda	Training Guide(s)
Go Mobile App	Go Mobile app users	How to install the Go Mobile App on your CU issued mobile device (phone or tablet)		Assetworks Training - Go Mobile App Installation Instructions PU Create a Spot Purchase using GO
Time Entry	Time Entry, Timecard Approver (by shop) for selected individuals	General Navigation (Lite) Timecard Entry (including Leave) Timecard Search At the end for approvers: Timecard Approval "Timecard With Leave" Report	Time Entry	OV Navigation OV Queries TA Rapid Timecard Entry TA Timecard Approval and Rejection
Time Entry Outdoor Services	Time Entry, Timecard Approver for Outdoor Services team members	General Navigation (Lite) Timecard Entry (including Leave) Timecard Search At the end for approvers: Timecard Approval "Timecard With Leave" Report	Time Entry Outdoor Services	OV Navigation OV Queries TA Rapid Timecard Entry TA Timecard Approval and Rejection Go WM - Edit Timecard Go WM Timecard Mgmt
OCC	OCC	ReADY Discussion Intro/Navigation Enter a Work Order in AiM Add/view Notes Add Phase to Existing WO Enter a WO in AIM with direct assignment to shop person Close WO/Phases using Status Update for Phase screen Enter a Project Add a WO/Phase to a Project Customer Request Approval Timecard Entry (for self)	OCC	OV Navigation OV Queries TA Rapid Timecard Entry WM Create Work Order OV Adding Notes Log Entry WM Adding a Phase to a Work Order WM Assign a Shop Person to a Phase WM Mass Close of Phases PR Create Project PR Add Work Order to Project
Shop Supervisor	Shop Supervisor (Trades)	Intro/Navigation Find NEW, and RESCHEDULE phases for shop Using Personal Query Assign a Shop Person Team Scheduler Change assigned Shop Person Go WM Technician Demo PM Checkpoint Discussion Change status of Phase Update Phase Priority Add/update asset on Phase Add/view Notes Enter/Update Phase Estimate Find Phases Assigned to an Employee Timecard Approval Enter Purchase Request in AiM Approve Purchase Request One Time Service Purchase Order (Discussion) Approve Shop Stock Update Phase to APPROVED FOR CLOSE Counter Release/Return for Shop Warehouse (Select Trainees) Time Card Entry (including leave)	Shop Supervisor	OV Navigation OV Queries OV Sending Email TA Rapid Timecard Entry OV Adding Notes Log Entry WM Assign a Shop Person to a Phase WM Team Scheduler WM Update Phase Status OV Finding a Cost Analysis TA Timecard Approval and Rejection WM Create Purchase Request IN Create Counter Release IN Create Counter Return
Campus Building Services Supervisor/Lead	Shop Supervisor (Custodial, IPM, Recycling, Solid Waste staff only)	Intro/Navigation Find NEW, and RESCHEDULE phases for shop using Personal Query Change status of Phase Update Phase Priority Add/view Notes Rapid Timecard Enter Timecard for other staff View Timecard Timecard Approval Enter Purchase Request in AiM Purchase Request Approval Discussion One Time Service Purchase Order (Discussion) Set Phase to APPROVED FOR CLOSE	Campus Building Services Supervisor/Lead	OV Navigation OV Queries TA Rapid Timecard Entry OV Adding Notes Log Entry WM Assign a Shop Person to a Phase WM Update Phase Status OV Finding a Cost Analysis TA Timecard Approval and Rejection WM Create Purchase Request
Custodial Time Entry	Time Entry for CBS team members	Navigation (Lite) Timecard Entry	Custodial Time Entry	OV Navigation OV Queries TA Rapid Timecard Entry
Grounds Supervisor/Lead	Shop Supervisor (Outdoor Services staff only)	Intro/Navigation Find NEW phases for shop Using Personal Query Cancel a one time WO Phase Assign a Shop Person to a Standing WO Updating/Removing Shop Person Assignment Team Scheduler (Demo) Go WM Technician Demo (for SWOs) Add/view Notes Enter/Update Phase Estimate Find Phases Assigned to an Employee Timecard Entry Timecard Approval Enter Purchase Request in AiM Purchase Request Approval One Time Service Purchase Order (Discussion)	Grounds Supervisor/Lead	OV Navigation OV Queries TA Rapid Timecard Entry OV Adding Notes Log Entry WM Assign a Shop Person to a Phase WM Update Phase Status OV Finding a Cost Analysis TA Timecard Approval and Rejection WM Create Purchase Request WM Team Scheduler
Technician	Technician (Trades)	Logging In to Go Working Offline Discussion Go Navigation Find Phases assigned to them (in Go) Add/view Notes Add Photo Add an Asset to a Phase Enter Failure Code View a Work Order View an Asset Enter Purchase Request for Stock Enter Purchase Request for Catalog/Non-Stock Enter Shop Stock Acknowledge PM Checkpoints/Enter Measurements Enter Time in Go Update Phase Status (IN PROGRESS, WORK COMPLETE, PLANNING,RESCHEDULE) Review Daily Timecard in Go Enter Time for Standing WO Enter Leave in Go Brief Introduction to AiM Access AiM from Go WM AiM Navigation (Lite) Rapid Timecard Entry (AiM) View Timecard in AiM	Technician	Go WM - Finding Assigned and Queued Phases Go WM - Notes Go - Picture Attachment Go - Create a Purchase Request Go WM - Requesting Stock Go WM Add Shop Stock PU Create Spot Purchase PU Create Spot Purchase Using AiM PU Create Spot Purchase using Go Go WM - Timecard Mgmt Go WM - Edit Timecard OV Navigation TA Rapid Timecard Entry
Moving	Shop Supervisor (Moving Shop), Technician (Moving Shop)	Logging In to Go Working Offline Discussion Go Navigation Find Phases assigned to them (in Go) Add/view Notes Add Photo View a Work Order Enter Time in Go Update Phase Status (IN PROGRESS, WORK COMPLETE, PLANNING,RESCHEDULE) Review Daily Timecard in Go Enter Time for Standing WO Enter Leave in Go Brief Introduction to AiM Intro/Navigation (Lite) Access AiM from Go WM Rapid Timecard Entry (AiM) View Timecard in AiM	Moving	Go WM - Finding Assigned and Queued Phases Go WM - Notes Go - Picture Attachment Go WM - Timecard Mgmt Go WM - Edit Timecard OV Navigation TA Rapid Timecard Entry
Moving Supv/Lead	Shop Supervisor (Moving Shop)	Navigation Review Find NEW, and RESCHEDULE phases for shop Using Personal Query Assign a Shop Person Team Scheduler Change assigned Shop Person Change status of Phase Update Phase Priority Add/view Notes Enter/Update Phase Estimate Find Phases Assigned to an Employee Timecard Approval Update Phase to APPROVED FOR CLOSE	Moving Supv/Lead	OV Navigation OV Queries TA Rapid Timecard Entry OV Adding Notes Log Entry WM Assign a Shop Person to a Phase WM Team Scheduler WM Update Phase Status OV Finding a Cost Analysis TA Timecard Approval and Rejection
Inventory Main Warehouse	Stock Personnel, Warehouse Manager	Intro/Navigation Find Purchase Request using Personal Query Create Pick Ticket for Stock Purchase Request Counter Release from a Pick Ticket - Go Counter Release with no Pick Ticket - Go Counter Return - Go Counter Release - AiM Counter Return - AiM Purchase Receiving and Disbursement Attaching Packing Slip Rapid Timecard Entry for Standing WO	Inventory Main Warehouse	OV Navigation OV Queries TA Rapid Timecard Entry OV Adding Notes Log Entry IN Create Pick Ticket IN Create Counter Release IN Create Counter Return Go IN - Process Pick Ticket Go IN - Changing Pick Ticket Status Go IN - Create a Counter Release without a Pick Ticket Go IN - Counter Return PU Purchase Order Disbursement PU Purchase Order Receiving OV Add Related Documents
Warehouse Management	Warehouse Manager	Inventory Adjustment New Stock Part Vendor Catalog entry/update Warehouse Bin entry/update Timecard Approval Warehouse Inventory Transfer	Warehouse Management	IN Create Inventory Adjustment TA Timecard Approval and Rejection
Buyer	Warehouse Buyer	Inventory Reorder Generator Enter Purchase Order for Stock Inventory Find/Approve Purchase Request using Personal Query Enter Purchase Order for Catalog or Non-stock using Purchase Generator Enter Purchase Order for Non-Stock/Catalog on Purchase Order screen, from a Purchase Request Enter a Purchase Order with no Purchase Request Reverse Disbursement Invoice Discussion/View an Invoice	Buyer	OV Queries OV Adding Notes Log Entry IN Using the Inventory Reorder Generator PU Create Purchase Order PU Purchase Order Generator PU Purchase Order Reverse Disbursement
Distribution	Distribution	AiM Navigation (Lite) Find Distribution Phases Counter Release Counter Return Close Phase (Close WO when Prompted) Receiving and Disbursement Rapid Timecard Entry for Standing WO	Distribution	OV Navigation OV Queries TA Rapid Timecard Entry IN Create Counter Release IN Create Counter Return PU Purchase Order Disbursement PU Purchase Order Receiving WM Update Phase Status
HR and Payroll Reports		Timecard Adjustments Employee Profile Add Employee to Shop Execute Custom Report	HR and Payroll Reports	TA Timecard Adjustment HR Update Employee Profile
Accounting	Accounting Tech, Accountant, Accounting Mgr	Intro/Navigation Transaction Transfer External Charges External Charge Import External Charges Approval WO Billing (Discussion/Demo) Execute Custom Reports Reporting Discussion Cycle Counts WO Journal Entries	Accounting	OV Navigation OV Queries FI Create Transaction Transfer FI Create External Charge FI External Charge Import FI External Charge Import Errors FI External Charge Approval FI Create Work Order Journal Entry IN Completing the Physical Count Worksheet IN Doing Physical Counts IN Executing the Physical Count Generator
Accounting - Stores AP	Accounting Tech (Stores, AP Tech)	Enter PO Invoice Search/View PO Search/View Receipts Invoice Adjustment Reverse Disbursement Outstanding PO Invoice Report	Accounting - Stores AP	OV Queries OV Add Releated Documents AP Create Purchase Order Invoice AP Editing Purchase Order Invoice PU - Purchase Order Reverse Disbursement
Asset Managment	Work Management OCC	Modify and Enter Assets Asset Relocation Enter a new PM Standard Enter a new PM Template Add Asset to Existing PM Template Modify PM Template Dates Generate PM work orders	Asset Managment	AM Create an Asset PM Standard PM Template PM Generator
Insurable Loss	Insurable Loss Liaison, Accounting Mgr, Work Management	Review SOP	Insurable Loss	(n/a)
Go Asset Management	Project Support, PM Shop Technicians	Enter new Asset in Go AM Update Asset in Go AM	Go Asset Management	Go AM - Managing Assets Using Go
Project Coordinator	Project Coordinator (Housing PCs, Small Construction PCs)	Intro/Navigation ReADY Project Request (Demo/Discussion) Find Phases for Project Enter New Phase Change Status on Phase Cost Analysis Enter New Work Order Close Phase Close Work Order Timecard Entry (non-Housing)	Project Coordinator	OV Navigation OV Queries WM Finding a Phase WM Adding a Phase to a Work Order WM Update Phase Status OV Finding a Cost Analysis WM Create Work Order TA Rapid Timecard Entry
PD&C Staff and Others	Project Manager (Planner, Engineer, CAD, Estimator, Housing PM, Small Construction PM)	Intro/Navigation ReADY Project Request (Demo/Discussion) Find Phases Assigned to them Cost Analysis Rapid Timecard Timecard Approval (Selected Emps)	PD&C Staff and Others	OV Navigation OV Queries WM Finding a Phase OV Finding a Cost Analysis TA Rapid Timecard Entry TA Timecard Approval and Rejection
IT Staff Overview and Support		System overview, and IT support for AiM	IT Staff Overview and Support	(n/a)

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