AiM Training Updates

April 2013

New Resources to Search and Order in AiM

The Technology Toolbox is currently undergoing some updates, primarily to the AiM Material Management page. New instructions have been added on how to search for parts in the FS Stores AiM inventory.

Step-by-step updated information and screen shots are available on how to complete a Material Request for either a Stock Part Order or Non Stock Part Order.

A Glossary of Termsdeveloped with the shops participating in the Material Management Lean is also available.

If you experience any difficulties with AiM, please email or phone the AiM Help Desk at: fs-aim@uw.edu, 206-685-4129 If you have any AiM training needs, please contact Gail Gokey at: glgokey@uw.edu, 206-616-3290

March 2013

Understanding AiM Account Setup

DID YOU KNOW: There is a difference when using “ABSORBED” in Account Setup [Charge Account field] or a specific budget number, such as 04-0000? A specific budget number will bill ALL phases to that budget while ABSORBED will bill each phase to its assigned shop’s budget. Always use ABSORBED unless only one budget is paying for the entire job cost.

February 2013

Showing Cost Fields in Work Order Browse List

Did you know that you can combine some cost information with the work order information on a single browse screen in AiM?

-Combining Cost Information from Work Order

January 2013

AiM Personal Queries

We have received a number of questions on how to create and delete Personal Queries on the AiM WorkDesk.

-Creating, Changing, Deleting AiM Personal Queries

December 2012

AiM Upgrade to Version 6.1

We will upgrade to the latest version of AiM on Thursday December 6th 2012. The changes include,

New Icon Look
When creating a new Work Order in the Work Order screen, setup the account code before using the Problem Code

November 2012

Frequently Asked AiM Questions

When I click on the AiM WorkDesk links, nothing happens. What is wrong?

Your Mouse may not be fully connected, check that the connections on the back of your computer are fully plugged in.
There could be a slow network connection. Try clicking on your browsers Refresh icon.
The link you were trying to go to may have opened in a new browser window and its “hidden”. Check your computer desktop taskbar for other browser tabs.
If this is still an issue, contact the AiM Help Desk at 206-685-4129 or fs-aim@uw.edu

How do I make a changes to my timecard?

Check in your UNPOSTED Timecard Personal Query, click on the timecard transaction number you want to change. Choose Edit, click on the Line Item number that needs changing. Be sure to SAVEafter making the changes.
If the timecard has been posted, check with your Supervisor.
More detailed instructions are here

Questions about AiM Material Requests

Why can’t I find my Material Requests on my WorkDesk Personal Query after I enter them?

If you have a search that finds ALL of your Material Requests, check the search criteria for the personal query. To do this, click on the personal query link then press the Search icon.
Look at the query parameters. What are you searching for exactly? Is that how you entered the information on the Material Request you cannot find? For example: If your personal query is looking for your Employee ID number in the REQUESTED BY field, did the missing Material Request have an entry in that field?

The FS Stores Coordinator tells me he/she cannot find the Material Request I entered. What is wrong?

Probably the Material Request STATUS was not changed to SEND TO FS STORES, or the Material Request was not SAVED.
Look in the Personal Query MR OPEN/RETURN/ APPROVE. Does the STATUS = OPEN or was the Material Request returned to you for further action?
If you have the Material Request Transaction number, search for it in the Material Request screen and check the STATUS.
If you know the Work Order number, check the Viewfinder display to see if the Material Request is listed there and check the STATUS.
Check the CONTRACTOR field to see if you entered a Stores location (starts with FS) and not a vendor name.

October 2012

AiM Material Requests Training

We have now completed the recent round of AiM training on the Material Request. Kudos to all who participated! Our training session questions brought to light details that not everyone had an opportunity to hear. Following is a recap of what you may have missed:

SERVICE CONTRACT – use this phrase in the Material Request Description to indicate the additional charge should not be applied (service only, no materials)
ON CAMPUS LABOR SERVICE – use this phrase in the Material Request Description to have Stores include the Proof of Insurance, Prevailing Wage and Terms and Conditions documentation
WILL CALL – use these words in the Material Request Description so Stores Coordinators can search for and quickly process any Will Call requests.
Vendor Rentals should include a time frame (3 weeks, 3 months, etc.) in the Description to help identify whether the vendor invoice is a partial or complete payment
A recurring bill should be indicated (monthly service) in the Description to help identify partial or complete invoicing.

Reminder: Enter FS in the Contractor field on a Non Stock Material Request and choose the nearest Stores location to you – do NOT attempt to add an actual vendor name or number.