JMU Facilities Management AiM User Guide

Transcription

1 JMU Facilities Management AiM User Guide Manager/Supervisr 2012

2 Getting Started There are features in AiM t easily access needed infrmatin. These features can be set up n the desktp by using the fllwing steps. Reprt Listing Reprts are needed t access the strerm stck parts, exceptin reprts and any special reprts requested. T add Reprt Listing t the AiM Wrk Management WrkDesk: 1 2 Click n the Wrk Management Mdule (1). Click n the Add Cntent Icn at the tp right f the screen (2).

3 This will take yu t the Layut Manager screen. Check Reprt Listing G t the Narrw drp dwn bx at the upper right. Click n the drp dwn bx. Click mve next t Navigatin Click n Add channels icn Click n Save Reprts shuld nw shw up under Reprt Listing n the main AiM menu. Basic Navigatin Search Search specific criteria fr all mdules and lk up infrmatin in frmats specific t shps. Brwser Buttn will take yu back t the result list frm a search. View Finder Shws everything against a wrk rder. (Ex. time cards, purchase rders, external charges, etc.) Printer Ges t a menu t run reprts.

4 Filters Filters can be a useful tl t access infrmatin. Filters can be set up in a variety f ways and can be added and deleted as necessary. Cmmnly used filters include: - Time cards which need t be apprved - Reviewing wrk rders in a certain status (ex: assigned, new, wrk cmpleted) - Reviewing wrk rder fr specific buildings, znes, areas, shps. etc. T Set up Filters G t the menu ptins n the left side f the screen, click n the mdule needed (Wrk Management is the mst cmmnly used mdule). Under the Wrk Management mdule, click Wrk Order under menu Click n the search icn a. This will prvide a series f search criteria. Filters will depend n the infrmatin and set up needed n an individual basis. Click n Search This will pen up the search windw and yu can set yur criteria fr the filter.

5 After setting criteria, click n the Once criteria is set, click the Add Query icn This will take yu t the Persnal Query screen This is where yu can give yur query a title. In Wrk Desk bx click YES under Query Listing and Query Cunt In the yellw query bx, enter the name f the query (ex: assigned wrk rders, vandalism wrk rders assigned t me, etc.) Under WrkDesk Query listing Yes Query cunt Yes Click the Dne icn Click the Save icn G t the main AiM menu. The newly created filter(s) shuld shw up n the Persnal Query Cunt T Delete A Filter Click n the filter t be deleted in the Persnal Query Cunt Click n the search icn Click n the delete query icn. This deletes the query and remves it frm the menu.

6 Wrk Orders Wrk rders are created in Wrk Cntrl. Wrk Cntrl will send a wrk rder t the apprpriate shp and will submit it in new status. T Assign a wrk rder Click n the edit icn Click n the wrk rder phase Click n the lad Shp Persn This will take yu t the shp persn selectin screen.

7 Click n the technician(s) t be assigned t wrk rder Click n the dne icn Click n the phase, in the upper right crner, change the status t assigned Click n the dne icn Click n the save icn Wrk Cntrl CANNOT assign wrk rders (with exceptin f night shift when n supervisrs are n campus). When Wrk Cntrl has cmpleted the wrk rder, it autmatically ges t the supervisr/manager f the shp. The supervisr will then assign it t the persn(s) cmpleting the wrk. Wrk rders can nw be assigned t multiple technicians n ne screen. T Wrk Cmplete a wrk rder Once wrk is cmpleted the wrk rder status needs t be changed t apprved Click n the edit icn Click n the phase, change the status t wrk cmplete Click n the dne icn Click n the save icn NOTE: ALL TIME FOR THE WORK SHOULD BE ENTERED ON THE TIMECARD BEFORE A WORK ORDER STATUS IS CHANGED TO WORK COMPLETE T Apprve a wrk rder The next step t cmpleting a wrk rder is t change the status t apprved. This lets Wrk Cntrl knw the wrk rder has been reviewed and is ready t clse. Click n the edit icn Click n the phase, change the status t wrk cmplete

8 Click n the dne icn Click n the save icn NOTE: TIMECARDS SHOULD BE APPROVED BEFORE STATUS IS CHANGED TO APPROVED Wrk Order Status Definitins Header/Phase WCC/WCC Wrk Cntrl Center the wrk rder will nly be seen by Wrk Cntrl staff. It defaults t this status when Wrk Cntrl turns a Custmer Request int a Wrk Order. Open/New When Wrk Cntrl turns the Custmer Request int a Wrk Order, the header is changed t OPEN and the PHASE status t NEW. Open/Assigned After Wrk Cntrl has reviewed the Wrk Order, they will SAVE it and it will g t the supervisr/manager f the shp. The supervisr will ASSIGN it t the technician t d the jb. Open/Wrk Cmplete The technician will put the wrk rder in WORK COMPLETE status after the wrk has been cmpleted. Open/Apprved The Manager/Supervisr will put the wrk rder in APPROVED status nce it has been reviewed t be sure time cards have been psted. Clsed/Clsed Wrk Cntrl des a search n all wrk rders that have been put int Apprved status and des a mass Clsing. CANCELED If a wrk rder is t be canceled, cntact Wrk Cntrl r have the custmer cntact them with a descriptin f why the wrk rder was canceled and wh apprved the cancellatin.

9 Timecards Time charged fr wrk is entered and recrded n timecards in the Time Management mdule. CLICK ON TIME CARD ICON G t the Rapid Time Entry Click n the t add mre time cards 1. WORK ORDER # AND PHASE AUTOMATICALLY TRANSFER TO THE TIME CARD. 2. ENTER SHOP PERSON # 3. CLICK ON THE CALENDAR AND ADD DATE OF WORK. 4. ENTER OVERTIME (OT) OR REGULAR TIME/AUXILIARY OR E&G LABOR IN TIME TYPE/LABOR CLASS 5. ENTER AMOUNT OF TIME 6. CLICK ON THE. YOU CAN EITHER ADD ANOTHER WORK ORDER TO YOUR TIME CARD OR CLICK THE GREEN FLAG TO COMPLETE THE TRANSACTION. A time card template will appear. In the template, enter the date (3), shp persn(2). The Time Type and Labr (4) class may als be entered.

10 Click n the add timecard This will create a timecard and fill in the infrmatin n the template. Enter the wrk rder time is t be charged Enter the Actin taken (fr a listing,click n zm) Enter the time wrked n the wrk rder Once time has been entered n a time card, click the save icn T delete time n a timecard If a single time entry has been entered incrrectly n a timecard BEFORE it is saved Check the wrk date check bx that needs t be deleted Click the delete timecard icn. This will delete a single time entry. T delete time n a timecard that has already been saved Cntact Wrk Cntrl fr a timecard adjustment Time Card Definitins and Ntes Time type This is the rate time is charged t a wrk rder OT - Overtime RE - Regular time

11 Several shps charge a Zer Rate. The shps are Lckshp Pwer Plant (except welding) Waste Management Therefre when entering time they will be using the fllwing ZRE Zer regular time wrked within the 40 hurs but nt charged t the custmer ZOT Zer vertime time wrked abve the 40 hurs, hwever time is nt charged t the custmer. Labr class This is the rate at which the custmer will be charged. If it is unclear as t which rate t enter, enter the wrk rder and phase n the Wrk Order Phase and click the zm icn. This will fill in the building fllwed by the labr class (aux r E&G). The labr class n the wrk rder shuld be entered. E&G - All peratins related t the University's educatinal bjectives. Prgrams authrized fr use by JMU are Instructin, Research, Public Services, Academic Supprt, Student Services, Institutinal Supprt and Operatin and Maintenance f Plant. Auxillary Nn-academic services furnished directly r indirectly t students, faculty, r staff fr which there is a charge r fee.

12 Rapid Status Change Once a jb is cmpleted, the technician will put the wrk rder phase in wrk cmplete status. Once wrk rders are in wrk cmplete status the fllwing prcess shuld be fllwed t put wrk rders in apprved status. Apprved status allws Wrk Cntrl t clse the wrk rders T apprve wrk rders in Wrk Cmplete Status Set up the filter fr Rapid Status Change Click Wrk Management n the AiM menu Under the wrk rder menu, click Rapid Status Update fr Phase

13 This will pull up the filtering prcess. Scrll dwn t Phase and click the shw buttn. G t status and enter the criteria = in the first bx and wrk cmplete in the secnd bx G t the shp and enter the criteria = in the first bx and yur shp in the secnd bx Click n the Add Query icn. This will take yu t the Persnal Query Screen In the Query bx type the name yu want the query t be (ex: rapid status change fr sign shp) In the WrkDesk bx under Query listing, chse Yes. In Query Cunt, chse yes. Click n the green flag icn Click n the save icn Click n the main AiM in the tp left. The filter shuld nw be seen n yur screen. Select the filter

14 This will pull up the Rapid Status Update fr Phase screen. There will be a ttal f wrk rders in each categry t apprve. Each categry has t be apprved separately. In the new status bx, click the type (NC r SC) In the categry bx, click the categry (Cntinuus, Operatinal, Capital I/R, Capital Renewal r Prgram Related) In the Phase status bx, click apprved Click n the bx with the criteria yu have chsen Click n the prcess icn. This will update the wrk rders in that categry frm wrk cmplete t apprved status. Click n the green flag icn Yu will have t repeat this prcess fr each categry wrk rders are in. Clear ut all infrmatin each time and re-type in new. If there are mre than 250 wrk rders in a certain categry that need t have the status changed, the prcedure will have t be repeated.