O&M Standard Operating Procedures
USER GUIDE
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AiM™ O&M Standard Operating Procedures
INTRODUCTION ..................................................................................................................................................... 5
UNDERSTANDING YOUR SOP ................................................................................................................................. 5
GETTING STARTED ................................................................................................................................................. 6
LOG INTO AIM ............................................................................................................................................................ 6
TITLE BAR ................................................................................................................................................................... 6
MODULE TITLE BAR ................................................................................................................................................... 7
WORKDESK ................................................................................................................................................................ 8
CUSTOMER SERVICE............................................................................................................................................... 9
SUMMARY .................................................................................................................................................................... 9
SERVICE REQUESTS .................................................................................................................................................. 10
Use Case: Directing Callers to the Service Request From .................................................................................... 10
Use Case: Non-Urgent Service Requests ............................................................................................................. 10
Use Case: Emergency Service Requests ............................................................................................................... 10
Use Case: Customer Requests - Zone Review & Approval ................................................................................... 11
Use Case: After Hours Service Calls ..................................................................................................................... 11
Use Case: Asbestos/Lead Abatement Requests .................................................................................................. 12
Use Case: HVAC Event Scheduling ....................................................................................................................... 12
Use Case: Energy Manager and Control Systems Request for Building Control Technician Support .................. 12
Use Case: Energy Manager and Building Control Technicians Request for Controls System Support ................ 12
Use Case: Submitting Work Requests for Energy Audit Findings ........................................................................ 12
Use Case: Submitting Work Requests for HVAC Scheduling Issues ..................................................................... 12
Use Case: Campus Requests for Billable Services ................................................................................................ 12
Use Case: CPPM Project Initiation ....................................................................................................................... 13
Use Case: Requesting Capital Project Support Estimates ................................................................................... 13
Use Case: Custodial Service Requests (GCA) ....................................................................................................... 14
Use Case: OKIE Locate Service Requests ............................................................................................................. 15
Use Case: Vehicle and Equipment Repair Requests ............................................................................................ 16
WORK MANAGEMENT ......................................................................................................................................... 16
SUMMARY .................................................................................................................................................................. 16
GENERAL WORK ORDER USE CASES ......................................................................................................................... 17
Use Case: Monitoring Work Order Activity ......................................................................................................... 17
Use Case: Work Assignment ............................................................................................................................... 17
Use Case: Reassigning Work to Other Shops ...................................................................................................... 17
Use Case: Emergency Response & Remediation ................................................................................................. 17
Use Case: Urgent Calls ........................................................................................................................................ 17
Use Case: Routine, Non-Urgent Service .............................................................................................................. 17
Use Case: Reporting Energy Impacts .................................................................................................................. 17
Use Case: Processing Work Orders for After Hours Calls .................................................................................... 18
Use Case: Defining Shop Stock Locations and Stock Parts .................................................................................. 18
Use Case: Shop Stock Approval ........................................................................................................................... 18
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ADMINISTRATIVE..................................................................................................................................................... 18
Use Case: Posting Time to Administrative Work Orders ..................................................................................... 19
MAINTENANCE ........................................................................................................................................................ 20
Use Case: Create Find Fix Work Order ................................................................................................................ 21
Use Case: Processing Mobile Equipment Work Orders ....................................................................................... 21
Use Case: Processing Preventive Maintenance Work Orders ............................................................................. 22
Use Case: Processing Landscape Maintenance Work Orders ............................................................................. 22
Use Case: Processing Landscape PM Work Orders for Young Trees ................................................................... 23
Use Case: Energy Services Self-Identified Work Requests ................................................................................... 23
Use Case: Energy Services Processing Work Orders ............................................................................................ 23
Use Case: Energy Services Processing Work Orders ............................................................................................ 24
Use Case: BSG Service on Emergency Power Outages ........................................................................................ 24
Use Case: Processing Reactive Landscape Maintenance Work Orders ............................................................... 25
Use Case: Processing Reactive Work Orders ....................................................................................................... 25
Use Case: OKIE Excavation Requests................................................................................................................... 25
Use Case: Processing Reactive Work Orders ....................................................................................................... 25
Use Case: Comfort Complaint Calls (Mechanical-HVAC Shop & Energy Managers) ........................................... 25
CUSTOMER SUPPORT .............................................................................................................................................. 26
Use Case: Processing GCA Above Baseline Work Orders .................................................................................... 26
Use Case: Processing Work Orders for Billable Key Service ................................................................................ 27
Use Case: Processing Work Orders for Billable Signage ...................................................................................... 27
Use Case: Processing Event Related Work Orders .............................................................................................. 28
Use Case: Processing Work Orders ..................................................................................................................... 28
Use Case: Releasing Parts to Work Orders .......................................................................................................... 28
Use Case: Processing Move Related Work Orders .............................................................................................. 29
RENOVATION ........................................................................................................................................................... 29
Use Case: Processing Construction Estimate Requests ....................................................................................... 29
Use Case: Estimating Work ................................................................................................................................. 30
Use Case: Processing Work Orders ..................................................................................................................... 30
Use Case: Estimating Work ................................................................................................................................. 30
Use Case: Processing Work Orders ..................................................................................................................... 30
PROJECT MANAGEMENT...................................................................................................................................... 31
SUMMARY .................................................................................................................................................................. 31
Use Case: Preparing Standing Work Orders for the Next Fiscal Year .................................................................. 31
ESTIMATING ........................................................................................................................................................ 31
SUMMARY .................................................................................................................................................................. 31
Use Case: General Department Requests ........................................................................................................... 32
Use Case: Project Manager - Requesting FM Capital Project Estimates ............................................................. 33
Use Case: Thumbnail Estimates .......................................................................................................................... 33
Use Case: Formal Estimating: FMCS, LS and Utilities .......................................................................................... 34
Use Case: Estimating: IWA Approval or Decline of an FM Estimate ................................................................... 35
Use Case: Maintaining the OSU Price Book for Formal Estimating ..................................................................... 35
PROPERTY ............................................................................................................................................................ 36
Use Case: Managing Property Locations ............................................................................................................ 36
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Use Case: Managing Property Zone Types and Assignment Defaults ................................................................. 37
SERVICE CONTRACTS ........................................................................................................................................... 38
SUMMARY .................................................................................................................................................................. 38
Use Case: Creating Electronic Invoice Templates ................................................................................................ 38
Use Case: Processing Electronic Invoices ............................................................................................................ 38
PURCHASING ....................................................................................................................................................... 39
SUMMARY .................................................................................................................................................................. 39
Use Case: Processing Purchase Card Transactions ............................................................................................. 39
Use Case: Adding Contractors ............................................................................................................................. 39
HUMAN RESOURCES & TIME MANAGEMENT ...................................................................................................... 39
SUMMARY .................................................................................................................................................................. 39
ASSETS & PREVENTIVE MAINTENANCE ................................................................................................................ 40
SUMMARY .................................................................................................................................................................. 40
ASSET DEFINITION ................................................................................................................................................... 40
Use Case: Collecting Asset Information in the Field ........................................................................................... 40
Use Case: Add Asset Records into AiM ............................................................................................................... 41
Use Case: Building Asset Labeling ...................................................................................................................... 41
Use Case: Tree Campus USA – Reporting in AiM................................................................................................. 41
Use Case: Relocating Assets ................................................................................................................................ 41
PM STANDARD DEFINITION ..................................................................................................................................... 41
Use Case: Create PM Standards ......................................................................................................................... 41
PM TEMPLATE DEFINITION ...................................................................................................................................... 41
Use Case: PM Templates for Building Assets ..................................................................................................... 41
Use Case: PM Templates for Young Trees .......................................................................................................... 42
PM SCHEDULE DATE GENERATOR ........................................................................................................................... 42
Use Case: Generate Projected Dates .................................................................................................................. 42
PM GENERATOR ...................................................................................................................................................... 42
Use Case: Generate PM Work Orders ................................................................................................................. 42
FINANCE (BILLING) ............................................................................................................................................... 42
SUMMARY .................................................................................................................................................................. 42
WORK ORDER FUNDING & ACCOUNT SETUP ........................................................................................................... 43
Work Classification: Maintenance ...................................................................................................................... 43
Work Classification: Administrative .................................................................................................................... 44
Work Classification: Customer Support ............................................................................................................... 45
Work Classification: Renovation ......................................................................................................................... 45
WORK ORDER CLOSEOUT AND BILLING ................................................................................................................... 46
Use Case 1: Troubleshoot & Resolve phase status: CHARGE ERROR ................................................................... 46
Use Case 2: Work Order Billing ........................................................................................................................... 46
ENVIRONMENTAL HEALTH AND SAFETY .............................................................................................................. 47
SUMMARY .................................................................................................................................................................. 47
Use Case: Daily Work Assignments ..................................................................................................................... 47
Use Case: Processing Work Orders ..................................................................................................................... 47
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Use Case: Request Equipment Repair ................................................................................................................. 47
APPENDICES......................................................................................................................................................... 48
1. TRAINING GUIDES ........................................................................................................................................... 48
2. SETUP & CONFIGURATION HISTORY ............................................................................................................... 51
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INTRODUCTION
In February 2015, as part of the Next Level initiative, OSU Facilities Management (FM) is restructuring
their organization and conducting a re-implementation of their AiM software package. As every aspect of
the organization is undergoing massive change, it is essential that management and other key
stakeholders have a clear understanding of new organizational and AiM operating procedures. Equally as
important, each FM worker needs clear and concise guidelines and instructions regarding their duties
within the new organization related tasks in AiM.
UNDERSTANDING YOUR SOP
GETTING STARTED. This section provides very basic information about AiM screens and
navigation. More importantly, the training guides referenced in this section provide overview
common WorkDesk configurations and specific tasks users of the AiM application will perform.
OVERVIEW. This section summarizes each module, related OSU FM policies to provide context
and basic differences between the “old” AiM and our “Next Level” implementation. It will also
define AiM setup and data elements, the reasons we set them up within AiM and when relevant,
how they are used for reporting and other analytics.
USE CASES. This section will describe use cases, including cross-functional flow charts, a summary
of each business process and references to one or more training “cheat sheets” for your staff.
TRAINING GUIDES. Use case includes references to specific training materials designed for every
type of user that will interact with AiM. For the most part, each “cheat sheet” is just a few
printable pages, with graphic instructions for specific functions within AiM and iDesk.
APPENDICES. The Appendix at the end of this document lists all the training guides included with
your SOP and reference to another document containing AiM setup and configurations.
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GETTING STARTED
To begin, open a browser and enter this URL: https://workorder.okstate.edu/aim/login
LOG INTO AiM
Enter User Name
Enter Password
Click: Login to begin
TITLE BAR
From left to right:
AiM Click from any screen to return to the WorkDesk
Home – Module click from any screen to return to the Module WorkDesk
(i.e. From Price Book, click the menu icon to return to the Estimating screen)
Title Displays title of screen or Module
Greeting Displays users Log-in name
About AiM version, database properties, user session info, and any third party licenses
Help Opens AiM screen specific help documentation
Logout Exit AiM
Add Opens Layout Manager for each Module. Customize screens to improve
efficiency and easily navigate the system
Restore The current Workdesk layout will be deleted and replaced with the most
current default layout.
IQ AiM IQ (Intelligent Query) allows you to place reporting models on dashboards
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MODULE TITLE BAR
As you maneuver through AiM, the module or area working in appears on the grey title bar. In this case,
Customer Service.
Module Name Click on the menu icon (in this case, to the left of “Customer Service”)
returns the user to the Module WorkDesk.
Clicking returns the user to the AiM WorkDesk
Menus Modules have two menus (left side bar):
o Primary Menu with a listing of screens
to transact within a given module
o Setup menu that lists screens devoted
to defining setup codes.
Important! Screen menus must be expanded to view a listing of screens. Click the caret (^) up or down
to open or collapse a menu.
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WORKDESK
The WorkDesk displays important business information you access every day, including 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 include:
Administrator Messages delivered in the form of global informational messages.
Quick Searches with direct links to module screens
Personal queries link the user to transactions requiring approval.
Personal query counts to link the user to transaction activity in real-time.
Quick links such as web pages, AiM screens, AiM reports.
Displays an employee’s work for the day, as listed on their Daily Assignment Sheets. Updates
dynamically throughout the day.
Training Guide: OV-01-Getting Started
Training Guide: OV-11-Customizing Workdesks & Creating
Queries
Training Guide: OV-06-WorkDesk _Preventive Maintenance
Specialist
Training Guide: OV-12-AiM Content Management
Training Guide: OV-07-WorkDesk _EHS Manager
Training Guide: OV-13-Adding Related Documents
Training Guide: OV-14-Updating Related Documents
Training Guide: OV-09-WorkDesk_Landscape Managers
Training Guide: OV-02-WorkDesk _Work Control
Training Guide: OV-03-WorkDesk _Managers and Supervisors
Training Guide: OV-04-WorkDesk_Construction Managers
(FMCS, LS, UTIL ENG)
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CUSTOMER SERVICE
Summary
In the “old” AiM installation, Work Control would record incoming requests as AiM work orders; review
activities were largely paper based. Now we are using customer requests; a transaction that precedes a
work order. Facilities Management will use customer requests to seek review and approval, follow-up
with the campus community, and determine other important details before a work order is created.
As a matter of policy, the campus community will submit all non-urgent requests directly on the
Facilities Management web site. Requests submitted with this form will insert customer service requests
directly into AiM. While the AiM Customer Service module was not used in the first deployment of AiM;
for the Next Level implementation it will be integral to Facilities Management in two ways.
1. Work Control, Shop Managers, Construction Services and Long Range Facilities Planning will use
a customer request in AiM route requests and create work orders. Facilities Management is
now a paperless organization; the only visibility anyone will have to service requests pending
their review and approval will be in AiM. The organization will not keep any other logs or lists,
and nothing will be printed. The service request process in AiM will track when requests are
submitted, who they are routed to, and how long it takes an individual to respond to requests
assigned them. The organization will no longer rely on conversations, phone calls, emails or any
other means of determining the status of a service request. The process lives in AiM.
2. With the exception of urgent requests, the campus community can no longer request service via
phone, email or fax. They will submit requests using a special web form. Web form submissions
will create service request transactions in AiM. The requestor will receive an automatic email
notification 1) when they submit a request, 2) when their request status changes, e.g., the
request are approved (and a work order is created) or rejected. For this reason, it is imperative
that Work Control, Managers, and Supervisors are actively using AiM to review, and approved
service requests.
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SERVICE REQUESTS
Use Case: Directing Callers to the Service Request From
Should anyone on campus call Work Control requesting non-urgent service, please direct them to the
Customer Request Form
Training Guide: FM Customer Portal Instructions
Use Case: Non-Urgent Service Requests
Work Control will receive and process customer requests, which will appear on their AiM WorkDesks. If
the campus requestor has requested alternate funding for a billable service, requests will be reviewed by
Work Control personnel who will contact the end user, and if necessary, forward the request to Long
Range Facilities Planning (LRFP), Energy Services, Landscape Services or FM Construction Contracts
Training Guide: CS-01-Processing Non-Urgent Work Orders
Use Case: Emergency Service Requests
As Work Control process service requests, anything service request deemed urgent or an emergency will
be immediately dispatched to technicians in the field. Dispatching a work order to a technician is similar
to processing a non-urgent request, with one exception. Once created, the work order must be added to
a technician’s daily assignment.
Training Guide: WM-01-Quick WO - Urgent and Emergency Calls
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Use Case: Customer Requests - Zone Review & Approval
Upon review, if there is not sufficient information to process a work order (e.g., it’s unclear if a
“maintenance” is truly maintenance or billable, construction or renovation requests, etc.), Work Control
will route the request to a zone manager or to Construction Services.
Service requests assigned to manager will appear of his or her AiM WorkDesk. A manager will only be
notified of requests pending his specific approval. Upon review and investigation, he add appropriate
detail and approve the request (which will send the request back to Work Control for work order
processing), or assign it to another manager for his review.
Training Guide: CS-03-Work Request Manager Review
Use Case: After Hours Service Calls
Work Control is open Monday – Friday, excluding weekends and holidays. After hours calls will be routed
to FM Staff, and finally to a voice mail box if nobody answers.
If it is an emergency, the on call technician is dispatched FM will submit a service request on the customer
portal to memorialize the after-hours call. If it is a non-urgent request, the caller will be instructed to
submit an on-line customer work request.
Training Guide: CS-04-Entering After Hours Calls
Training Guide: CS-07-Processing After Hours Calls
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Use Case: Asbestos/Lead Abatement Requests
In the special of case of requests for asbestos review, shop managers or supervisors may simply enter a
customer work request through the Facilities Management Customer Portal. Simply type the key word
asbestos or lead to find the problem code REQUEST FOR REVIEW OR ABATEMENT FOR ASBESTOS/LEAD.
Submit your request and Work Control will process a work order.
Use Case: HVAC Event Scheduling
For HVAC scheduling (events not present in AIRS), requests may be submitted on the customer portal, the
problem code is HVAC SCHEDULING: SCHEDULING OF BUILDING MECHANICAL SYSTEMS, HEATING,
VENTILATION AND AIR CONDITIONING (HVAC) BY ENERGY MANAGERS. This will replace the previous email
system for requesting HVAC scheduling.
Training Guide: CS-10-Energy Management and Building Controls Procedure
Use Case: Energy Manager and Control Systems Request for Building Control Technician
Support
For the day-to-day requests Energy Managers and Control Systems submit to Building Control Technicians,
they will simply submit one ENERGY AUDIT customer request per property. The request may identify
multiple issues, but it can only identify a single building. Work control will process a work order for BSGs.
Training Guide: CS-10-Energy Management and Building Controls Procedure
Use Case: Energy Manager and Building Control Technicians Request for Controls System
Support
For the day-to-day requests Energy Managers and Building Controls Technicians submit to Control
Systems, they will simply submit one CONTROL SYSTEMS customer request per property. The request may
identify multiple issues, but it can only identify a single building.
Use Case: Submitting Work Requests for Energy Audit Findings
Energy managers will use the Customer Portal to submit ENERGY AUDIT FINDINGS to Work Control for
work order processing.
Training Guide: CS-05-Energy Audit Findings
Use Case: Submitting Work Requests for HVAC Scheduling Issues
When responding to temperature complaint calls, BGSs may find that the issue is related to HVAC
scheduling, not failures. In this instance the BSG set the status of the their phase to REASSIGN and leave
a note for Work Control to open a phase shop ENERGY MANAGEMENT (work code ENERGY
AUTOMATION)
Use Case: Campus Requests for Billable Services
The campus community will use the Customer Portal to request billable services such as event support,
signage, keys and minor department funded renovations. When Work Control creates work orders, the
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shop manager will be responsible for determining if an estimate is needed. If it is, they must update the
work order and phase status accordingly. Otherwise, the service will be billed based on time and
materials.
Training Guide: WM-08-Thumbnail Estimates
Use Case: CPPM Project Initiation
All project requests, regardless of size or scope, are initiated on the Facilities Management Customer
Portal as a Customer Work Request.
Training Guide: CS-13-CPPM Project Initiation
Use Case: Requesting Capital Project Support Estimates
In addition to campus requests for event support, signage and other estimated services, LRFP and
Construction and Service Contract project managers will also submit requests for estimates using the
Customer Portal. They will have special problem codes (that are not visible to rest of the campus
community) for requesting estimates from specific departments in AiM. Work Control will process
requests and generate work orders that FM can use to create estimates in AiM.
IMPORTANT! Renovations in AiM are funded by capital projects. However, estimates are NOT billable and
when these requests are entered, there is no capital project. For this reason, Work Control must alter the
funding method on the customer request approval to SHOP, as there will be no capital project at this
point. In reality, no costs will ever post to the “estimate” phase as most estimators are exempt. Non-
exempt workers that assist with estimates will have a standing work order for posting time to estimating
activities.
Note that if an LRFP or Construction and Service Contracts project manager needs estimates from multiple
FM departments, e.g., lead abatement, in-house construction and moving services, the project manager
will submit multiple requests, one for each department.
Work Control will process these requests and create work orders, will which queue up to the
appropriate manager or supervisor as a work order with an “ESTIMATE NEEDED” status.
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Training Guide: CS-02-Capital Project Requests
Use Case: Custodial Service Requests (GCA)
All requests for custodial services should originate in Work Control; campus requestors should not contact
GCA directly.
If the request is part of normal baseline service, the service request will be set to the status GCA Referral,
which will close the service request and send an email notification to GCA and OSU Contract Services for
the call.
If the call is for an above baseline service request, a work order will be created in AiM and GCA will be
responsible completing the AiM WO/Phase and submitting an invoice (external charge). Above baseline
services include:
---Event Support
---Construction Cleanup (requested by user)
---After Hours Service
---Appt. Cleaning
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Training Guide: CS-06-GCA Baseline Custodial Requests
Training Guide: WM-02-Assigning Billable Work Orders – GCA
Training Guide: WM-03-Processing GCA Work Orders
Use Case: OKIE Locate Service Requests
Anyone planning to conduct excavations on campus for any reason should follow the OSU Excavation
Permit Request. To start the process, dial 811, 800-522-6543 or email http://www.callokie.com/Locate-Request/.
OKIE will forward your request to Energy Services who will submit a request to Work Control via email
with related documentation attached.
Work Control will process a locate work order for the appropriate shops, using problem code OKIELOCATE
and starting the WO description with the OKIE locate ticket number. Contact email will be requestor from
OKIE request. They will attach the OKIE request from the email. The first phase on the work order will be
for grounds, funded by work code SURVEY SUPT, pointing at AA281030. Then they will open an additional
phase for the SURVEY/LOCATE shop, also funded by work code SURVEY. (They may need to manually
remove the shop person in order to change the shop.)
Each shop’s locator will conduct the locate noted in the extra description area of the work order. They
would describe which utilities are present and marked, and complete their phases.
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The utilities technician will arrange all notes on the work order extra description, take photo of completed
located and attach to the work order. When complete, he will set a new WO status DIG PERMIT ISSUED.
This will send an email notification to the contact email.
If we need to remark within 10 days, can open a new phase….
Training Guide: CS-12-OKIE State Locates
Use Case: Vehicle and Equipment Repair Requests
Mobile equipment and FM vehicle repair requests will be submitted on the customer portal. FM staff will
submit these requests using the problem key words “IN-HOUSE REPAIR.” Work Control will create work
orders for Landscape Shop Support Services, noting the vehicle asset on the phase.
WORK MANAGEMENT
Summary
In the previous AiM environment, the work management process was largely based and handled by
shops outside of AiM. Work Management is now fully electronic. All work assignments are done AiM; all
work order processing, including costing of time and status updates, are done with iDesk or in AiM.
Work order funding is determined by each specific type and category of work, this is how AiM
determines how each work order will be charged.
This diagram outlines the general process within shops for all work orders. As the SOP identifies more
detailed use cases, various statuses and processes will be identified as needed.
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GENERAL WORK ORDER USE CASES
Use Case: Monitoring Work Order Activity
For managers and supervisors, one of the key priorities in AiM is to actively monitor work order activity
to ensure that 1) work orders are completed in a timely manner, 2) work orders are completed on or
under budget and 3) that materials, problems and other situations are promptly dealt with. Use the
channel your AiM WorkDesk to monitor work within your shop(s).
Training Guide: WM-05-Manager Supervisor Review Channel
Use Case: Work Assignment
Managers, supervisors and leads will create all work assignments directly in AiM. Work assignment must
be made every day to create a prioritized list of work orders for workers using iDesk.
Training Guide: WM-06-Assign Work
Use Case: Reassigning Work to Other Shops
As managers and supervisor manage workloads in their shops, there will be times when other shops will
be needed. When this happens, a manager or supervisor can set a simple status on a phase along with a
note to notify Work Control that additional phases are required on the work order.
Training Guide: WM-04-Request Work from Another Shop
Use Case: Emergency Response & Remediation
Energy calls are processed as reactive work orders with an EMERGENCY priority. A Next Level Goal is for
the immediate response/remediation activities to be complete within 24 hours. IF the zone or shop
cannot fully resolve within the same day, set the phase status to REASSIGN and leave a note directing
work control to open a new phase.
Use Case: Urgent Calls
Urgent calls are processed as reactive work orders with an URGENT priority. A Next Level Goal is for
urgent call response to occur in 24 hours, with service to be completed within 3 days. If required repairs
are significant and will take more than three days, set the phase status to REASSIGN and leave a note
directing work control to open a new phase.
Use Case: Routine, Non-Urgent Service
Reactive, self-identified corrective work orders and some preventive maintenance work orders will be
sent to shop, not yet assigned to a technician. A Next Level goal is for routine services to be completed
within 20 days. Shops will be responsible for assigning work and ensuring work is completed with 20
days.
Use Case: Reporting Energy Impacts
There is a JCI requirement for OSU to track any modifications to buildings that have an impact on energy
efficiency. Technicians will enter notes with ENERGY Note types to report energy impacts to Energy
Managers. Upon review of the AiM Energy Impact Report, energy managers will review and report to JCI
accordingly.
Training Guide: WM-19-Energy Manager Follow-up
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Use Case: Processing Work Orders for After Hours Calls
After hours work orders will be available to the next technician on his mobile device the next business
day. A technician will simply post time, status updates along with the current day’s work orders. Work
Control will assist with any timecard reconciliation discrepancies.
Training Guide: WM-10-iDesk Work Order Processing
Use Case: Defining Shop Stock Locations and Stock Parts
Shop Stock consists of uncontrolled inventory parts shops procure, store and then expense to work
orders and parts are used. Landscape Services and Facilities Support Services shops use the AiM Shop
Stock module. At OSU stop stock is also used as a quick and easy solution for equipment rental.
Training Guide: WM-17-Adding Shop Stock Locations and Parts
Use Case: Shop Stock Approval
Managers with shops that use AiM Shop Stock are responsible for approving shop stock entries.
Training Guide: WM-17-Adding Shop Stock Locations and Parts
Training Guide: WM-18-Shop Stock Approval
ADMINISTRATIVE
Administrative work orders provide Facilities Management with a way for non-exempt workers to account
for time spent during the work day that is not spent on a job related work order. Tracking time on
administrative work order serves two primary purposes. First it supports the requirement for workers to
reconcile hours costed in AiM to their daily timecards. Any time spent at work that cannot be posted to a
job related work order must be accounted for on an administrative work order. Second, it provides
management with important information about how their workers are their day; reports can show overall
productivity within shops, Facilities Management set productivity goals and measure progress.
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Category: NON-COSTED
This is for time spent with non-job related activities, never charged to a customer. The work order fund
source is shop; within each shop’s Account Setup you will find the charge accounts AiM uses to fund non-
costed time. The offset (recovery) account is also identified within the shop.
Category: SUPERVISORY
This is for time spent supervising shops. The work order fund source is shop; within each shop’s Account
Setup you will find the charge accounts AiM uses to fund supervisory time. The offset (recovery) account
is also identified within the shop.
Category: TOOLS-SUPPLIES
Supervisors will use this category track time spent on procurement activities. Shop materials will also be
purchased on work orders with this category. The work order fund source is shop; within each shop’s
Account Setup you will find the charge accounts AiM uses to fund time. Offset (recovery) accounts are
also identified within the shop.
Additionally, there are standing work orders supervisors will use to place orders for shop stock, shop
supplies and equipment; within each shop’s Account Setup you will find charge and recovery accounts for
materials. Supply may also use these work orders to release supplies to shops if the parts are not
designated for a job related work order.
SHOP STOCK consists of materials that will be stored in a shop area and RESOLD on job related
work orders using the AiM Shop Stock feature. An example of shop stock would be materials the
Sign Shops buys, stores in their shop and uses to fabricate customize signage for the campus.
The reason that is import to use the SHOP STOCK work order solely for materials that will be
resold is that it is the only way management can gauge if 1) the AIM Shop Stock feature is being
used consistently and 2) if shop stock pricing is accurate.
SHOP SUPPLIES are consumable shop materials, i.e., items that are not associated with a job
related work order and will not be resold as shop stock. Examples would include nails, caulk, glue,
WD-40, gloves, etc.
EQUIPMENT includes tools, machinery and other equipment a shop uses for day-to-day work.
Use Case: Posting Time to Administrative Work Orders
Workers cost time to administrative work orders using iDesk. Administrative work orders are generally
colored blue in iDesk, and the phase status is STANDING.
Training Guide: WM-10-iDesk Work Order Processing
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MAINTENANCE
Maintenance work orders track activities that maintain the campus, the primary job of Facilities
Management. While several categories have been defined (to support specific FM budget and funding
requirements), from a reporting perspective FM is tracking preventive, corrective, reactive services and
utility outages.
Category: CORRECTIVE-FF
This is the category used to create work orders for problems and deficiencies Facilities Management
identifies and corrects. The work order fund source is organization; as it is expected that the FM
organization will be identified on these work orders. The offset (recovery) account is identified within the
shop.
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Use Case: Create Find Fix Work Order
FINDFIX is a work order shops can create for minor repairs when they notice problems on campus.
(Requests with an estimated effort in excess of two hours must be submitted as a Customer Work
Request). Shop Supervisors and leads can issue Find/Fix Work Orders to their own shops. Only managers
can issue FINDFIX Work Order for other shops.
Training Guide: WM-07-Find Fix Work Order
Training Guide: WM-10-iDesk-Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: MOBILE EQUIP
These are work orders for mobile equipment repair that are assigned to Shop Support Services. In addition
to the normal work order attributes, phases on these work orders are associated with an asset. The work
order fund source is asset; a decision that was made to automating the funding of these work orders to
bill the department that owns the asset. Therefore, any asset that will be serviced shop support services
should have a charge account in the asset’s Account Setup screen. The offset (recovery) account is
identified within the shop.
Use Case: Processing Mobile Equipment Work Orders
Workers can request services on mobile equipment and FM vehicles by submitting a request on the
customer portal using the keywords IN-HOUSE REPAIR to find the correct problem code. From there, Work
Control will process work order for Shop Support Services.
Training Guide: WM-11-Processing Work Orders for Vehicle and Equipment Repair
Training Guide: WM-10-iDesk-Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
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Category: PREVENTIVE
This work classification is used specifically for work orders that are generated with the AiM Preventive
Maintenance module or for manually created standing work orders for preventive or routine maintenance
service. The default work order fund source is property; however, depending on the shop performing the
maintenance and the location and location of service, preventive maintenance work orders may have
customized funding sources. To find the funding source for a work order generated through the AiM
Preventive Maintenance module, look for Funding Source on the PM Template (or ask your AiM Preventive
Maintenance Specialist). The offset (recovery) account is identified within the shop.
Use Case: Processing Preventive Maintenance Work Orders
Unlike other types of work orders, work orders generated with the AiM Preventive Maintenance module
have specific PM activities or “checkpoints” that technicians must perform, and in many cases specific
entries such as readings, technician initials, or checkpoint notes are required before the work order status
can be updated to WORK COMPLETE.
Training Guide: WM-12-iDesk-Work Order Processing-PM
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Please refer to the Preventive Maintenance section for PM Program Administration training materials.
Use Case: Processing Landscape Maintenance Work Orders
In Landscape Maintenance, most routine services will be tracked on standing work orders associated with
landscape zone properties. For each zone, there will be one standing work order all for general university
green spaces and separate standing work orders for each auxiliary green space within a zone. Each work
order will have three phases to track activities by work code; TURFGRASS, SHRUBS/PERENNIALS, or TREES.
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Additionally, more specific activities called Action Taken Codes will track even more detail about daily
work activities.
Landscape Maintenance will also cost materials to work orders using the AiM Shop Stock feature. As items
such as fertilizer and pesticides are used, crew leads will be required to post shop stock to work orders on
behalf their crew at the end of the day.
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Use Case: Processing Landscape PM Work Orders for Young Trees
While the majority of tree maintenance activities will be tracked on standing work orders for Landscape
Maintenance (see use case above), young trees, which require more frequent care and attention, will be
added to the Preventive Maintenance program so that irrigation checks, staking and other activities can
be explicitly assigned and tracked by tree. Work orders will be generated weekly and assigned to specific
landscape workers within each zone.
Landscape Maintenance will also cost materials to young tree work orders using the AiM Shop Stock
feature. As items such as fertilizer and pesticides are used, crew leads will be required to post shop stock
to work orders on behalf their crew at the end of the day.
Training Guide: WM-14-iDesk-Work Order Processing-Landscape Services
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Please refer to the Preventive Maintenance section for PM Program Administration training materials.
Category: PLANNED-UTIL
This work classification is reserved for self-identified in-house repair, replacement and renovation of
campus infrastructure. The work order fund source is Shop; the offset account is also identified within
the shop.
Use Case: Energy Services Self-Identified Work Requests
Utilities Supervisors and managers will submit work requests for planned work; the property selection
will be utilities infrastructure “tile.” Work Control will create work orders.
Training Guide: CS-09-Energy Services-Self-Identified Work Requests
Use Case: Energy Services Processing Work Orders
Technicians will receive work assignments and process work orders using iDesk.
Training Guide: WM-10-iDesk Work Order Processing
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Category: UTILITY OUTAGE
This work classification is reserved for planned and emergency distribution utility outages, including
preparation, response and recovery. The default work order fund source is work code; the offset
(recovery) account is identified within the shop.
Use Case: Energy Services Processing Work Orders
Technicians will receive work assignments and process work orders using iDesk. Should Energy Services
require support from another FM department, they may set the status to REASSIGN and Work Control will
open a new phase.
Important! When Work Control creates a phase for another FM department, they must select a work code
that will cause the new phase to be funded by the appropriate Energy Services account. Example:
Work Code
Description
CHILLED WATER OUTAGE
CHILLED WATER OUTAGE
CHILLED WATER OUTAGE SUPT
CHILLED WATER OUTAGE SUPPORT CHARGEABLE TO AA-2-89010.
FOR SUPPORT SERVICES PROVIDED TO ENERGY SERVICES BY
ANOTHER FM DEPARTMENT.
ELECTRIC OUTAGE
ELECTRIC OUTAGE
ELECTRIC OUTAGE SUPT
ELECTRIC OUTAGE SUPT CHARGEABLE TO AA-2-81030. FOR SUPPORT
SERVICES PROVIDED TO ENERGY SERVICES BY ANOTHER FM
DEPARTMENT.
NATURAL GAS OUTAGE
NATURAL GAS OUTAGE
NATURAL GAS OUTAGE SUPT
NATURAL GAS OUTAGE SUPPORT CHARGEABLE TO AA-2-89010. FOR
SUPPORT SERVICES PROVIDED TO ENERGY SERVICES BY ANOTHER
FM DEPARTMENT.
WATER OUTAGE
WATER OUTAGE
WATER OUTAGE SUPT
WATER OUTAGE SUPPORT CHARGEABLE TO AA-2-89010. FOR
SUPPORT SERVICES PROVIDED TO ENERGY SERVICES BY ANOTHER
FM DEPARTMENT.
Use Case: BSG Service on Emergency Power Outages
When BSGs are sent to multiple buildings to reset alarms, controls, etc., Work Control will create one
reactive work order for the property UTILITIES-CAMPUS WIDE. BSGs can record all their time on this one
work order.
Category: REACTIVE-GROUND
Work Control will dispatch emergency or urgent landscape maintenance calls, based on verbal
instruction provided by the Landscape Maintenance Manager. Non-urgent calls will go through the
normal work assignment process; a landscape maintenance manager will assign work with support from
Work Control. These work orders will be processed just like other types on Landscape work orders. The
default work order fund source is property; the offset account is identified within the shop.
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Use Case: Processing Reactive Landscape Maintenance Work Orders
Technicians will receive work assignments and process work orders using iDesk.
Training Guide: WM-14-iDesk-Work Order Processing-Landscape Services
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: REACTIVE-UTIL
Any utility related issues reported by the campus community will be processed by Work Control, who
should check to ensure that if outdoors, the correct property is selected (which might be utilities “tile”).
The default work order fund source is work code; the offset (recovery) account is also identified within
the shop.
Use Case: Processing Reactive Work Orders
Technicians will receive work assignments and process work orders using iDesk.
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-04-Request Work from Another Shop
Use Case: OKIE Excavation Requests
The OKIE excavation request process will be initiated via email to Work Control. Work Control will
coordinate paper work, submit permits to IT, Grounds, Utilities and Electrical Distribution for review,
and then create work orders in AIM.
Category: REACTIVE-ZONES
Any building related issues reported by the campus community will be processed by Work Control, if the
problem is one that can be resolved within the zones or central trades this category will be used. These
work orders fund by Property; the offset account is identified with the shop.
Note that if a reactive work order requires additional support from another shop, a new phase (not a
new work order) should be added to the existing work order. To do this the manager or supervisor can
use the REASSIGN status to request support from other shops.
Use Case: Processing Reactive Work Orders
Technicians will receive work assignments and process work orders using iDesk.
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-04-Request Work from Another Shop
Use Case: Comfort Complaint Calls (Mechanical-HVAC Shop & Energy Managers)
Comfort complaint calls are similar to other reactive calls, with one exception. If a technician responds
to comfort complaint and finds no problem (the temperature is in an acceptable range), he will enter an
ENERGY type note on the phase.
Training Guide: WM-15-Work Order Processing-Energy Managers
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CUSTOMER SUPPORT
Customer Support work orders categorize billable services unrelated to building maintenance or other
campus assets. With the exception of goodwill services, all work performed under this classification is
billable.
Category: ADD-ON GCA
This category is used when the campus community explicitly requests custodial services beyond normal
baseline services provided in their building. Billable custodial services include, but are not limited to,
special after-hours cleaning requests, apartment cleaning and other unscheduled extra custodial
services. These work orders fund by Organization; the default chargeback account associated with
requesting department funds these works; the offset account is identified with the shop.
Use Case: Processing GCA Above Baseline Work Orders
Note that add-on services might also be categorized under other work classifications such as EVENTS,
MOVES and RENOVATIONS; this category is used only when a specific request for only above baseline
cleaning services is entered.
Training Guide: WM-02-Assigning Billable Work Orders - GCA
Training Guide: WM-16-Processing Work Orders and Invoicing GCA
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Category: CUSTOM KEYS
This category is used for billable key services. These work orders fund by Organization; the default
chargeback account associated with requesting department. The offset account is identified in the shop.
Use Case: Processing Work Orders for Billable Key Service
Billable key services follow the standard work order process except that they may or may not be
estimated, the shop supervisor makes that determination. If no estimate is required, work orders are
billed based on time and materials.
Training Guide: WM-08-Thumbnail Estimates
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: CUSTOM SIGNS
This category is used for billable signage. These work orders fund by Organization; the default
chargeback account is associated with requesting department. The offset account is identified in the
shop. The sign shop is a unique department in that most of the products they are procured as raw
materials and pre-fabricated. As work orders are fulfilled the material charges include labor spent
fabricating parts.
To accommodate this process, the sign shops expenses much of their labor to standing work orders for
sign fabrication; raw materials are also purchased against this work order. Materials are expensed to
billable work order through shop stock, and any labor spent of customization is also recorded.
Use Case: Processing Work Orders for Billable Signage
Billable key services follow the standard work order process except that they may or may not be
estimated, the shop supervisor makes that determination. If no estimate is required, work orders are
billed based on time and materials.
Training Guide: WM-08-Thumbnail Estimates
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: EVENTS
This category is used for event support, including setup, support, tear-down and cleanup. These work
orders fund by Organization; the default chargeback account associated with requesting department is
billed; the offset account is identified with the shop. Event related work order charges will include labor,
equipment rentals expensed through the shop stock module and GCA related charges when needed.
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Equipment rentals include items like tables and chairs, and also include Landscape rental equipment
such as potted plants. FSS is expected to record shop stock expenses for ALL equipment and plant
rentals.
Use Case: Processing Event Related Work Orders
Billable key services follow the standard work order process except that they may or may not be
estimated, the shop supervisor makes that determination. If no estimate is required, work orders are
billed based on time and materials.
Training Guide: WM-08-Thumbnail Estimates
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: GU GOODWILL
Work Control can assign this category anytime an otherwise billable work order will be provided to the
campus free of charge. This includes, but is not limited to, above baseline cleaning, event support, keys,
signs and more. This category can be used with all shops for any service. These work orders fund by
Property; the offset account is identified with the shop. This means that services provided to the general
university will be funded by GU Building Maintenance account, auxiliaries would still be charged.
Use Case: Processing Work Orders
Goodwill work orders follow the normal work order process.
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: MATERIAL PURCHASE
This category is only used on standing work orders Work Control creates for external departments who
buy product from Supply. These work orders fund by Organization; the department is charged for all
materials they check out from supply.
Use Case: Releasing Parts to Work Orders
This is a simple counter release transaction to a standing work order.
Category: MOVES
This category is used for event moving services. These work orders fund by Organization; the default
chargeback account associated with requesting department is billed; the offset account is identified with
the shop. Work order charges will include labor and material charges expensed through shop stock.
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Use Case: Processing Move Related Work Orders
Billable moving services follow the standard work order process except that they may or may not be
estimated, the shop supervisor makes that determination. If no estimate is required, work orders are
billed based on time and materials.
Training Guide: WM-08-Thumbnail Estimates
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
RENOVATION
Renovation work orders categorize billable services for department funded services and capital projects
including construction, landscaping, and utilities projects. All work performed under this classification is
billable to a department or project.
Category: CONSTRUCTION
This category is for any work order that is or will be associated with an AiM capital project. These work
orders are always estimated, FM estimate requests are submitted by project managers. Construction work
orders are tied to capital with Internal Work Agreements (IWA), a capital project “contract” for insourced
services. Construction work orders (with the exception of estimate activities), and funded by capital
projects; the offset account is identified within each shop.
Use Case: Processing Construction Estimate Requests
Capital project estimate requests are submitted on the customer portal. Work Control will process the
work orders, and will change the default funding source to SHOP. This is necessary because 1) FM does
not charge for estimates and 2) the CAPITAL PROJECT fund source cannot be used until the IWA is issued
a Notice to Proceed.
Training Guide: CS-02-Capital Project Estimates
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Use Case: Estimating Work
Shops will create all estimates in AiM. (Refer to the Estimating section of this SOP for more information.)
Training Guide: WM-08-Thumbnail Estimates
Training Guide: ES-01-Formal Construction Estimates
Training Guide: ES-02-CPPM IWA Approval and NTP
Use Case: Processing Work Orders
Construction work orders follow the normal work order process.
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
Category: DEPT REQUEST
This category is for any renovation funded by department. Department Requests are never associated
with capital projects. Construction work orders (with the exception of estimate activities), and funded by
capital projects; the offset account is identified within each shop.
Department funded requests, if under $2,000 may be completed by the zones, and this case an estimate
will not be needed. Requests handled by other shops may or may not be estimated, the shop supervisor
makes that determination.
Use Case: Estimating Work
When needed, a simple thumbnail estimating process will be followed.
Training Guide: WM-08-Thumbnail Estimates
Use Case: Processing Work Orders
Department funded work orders follow the normal work order process.
Training Guide: WM-10-iDesk Work Order Processing
Training Guide: WM-13-iDesk-Charging Shop Stock to a Work Order
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PROJECT MANAGEMENT
Summary
In AiM, Project Management will no longer be used to manage projects or other billable services. The AiM
Capital Planning & Project Management module will support all project activities. Project management
will be used for one purpose only; preparing planned (standing) work orders for a new fiscal year.
Use Case: Preparing Standing Work Orders for the Next Fiscal Year
Work Control can use a project and planned work order to pre-define and batch update planned work
orders at the start of the fiscal year.
Training Guide: PJMT-01-Planned Work Orders
ESTIMATING
Summary
In the past, estimating at OSU Physical Plant was a largely informal process. For customer support
estimates e.g., events, moves and signage, customers were be emailed, quoted over the phone or
called. For larger construction projects, estimates were submitted on spreadsheets and other printed
and electronic BCL formats. There was no clear process for tracking project costs.
As a part of Next Level, the estimating process in AiM will be standardized. There are two estimating
processes in AiM. Both allow an estimator to produce an estimate and print a nicely formatted OSU
estimate form that will be sent to the requesting party.
Thumbnail Estimates
A thumbnail estimate is an approximation of how much a service will cost based on conversations with
the requesting party and prior experience.
FM Formal Estimates
A formal estimate uses RSMeans and other campus specific price books within the AiM Estimating
module to produce detailed, line-item estimates.
FM Estimators will use one these estimating processes, based on the shop:
Zones
Zone managers do NOT create estimates. Zones are primarily focused on maintenance activities.
However, a zone manager may elect to perform a billable service if the zone manager estimates
the total project cost to be under $2,000. They are then expected to carefully track costs on
billable work orders to ensure that actual labor and material costs to do not exceed the preset
$2,000 limit.
In-House Construction & Landscape Installation
Estimators will create formal estimates in AiM. Upon review and approval by a manager or
director, the estimates will be forwarded to the requesting party.
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Facilities Support Services & Information Technology
These shops will create thumbnail estimates in AiM.
CT - Mechanical/Engineering/Plumbing
CT-MEP will produce thumbnail estimates for limited construction support, as requested by
project managers. They may also be asked to provide technical guidance to project managers
that produce formal estimates.
CT – Structural Trades
CT-Structural Trades will not produce estimates, but they may assist with projects. When this
occurs, In-House Construction will be responsible for including CT-Structural trade activities in
their estimates.
EHS & Asbestos
These shops will create thumbnail estimates at the request of a project manager.
Energy Services
These departments will use both thumbnail and formal estimating processes, depending on the
size and scope of each project. In addition to project estimates, Utilities Engineering may be
required to create formal estimates to produce pre-bid pricing information for upcoming
projects.
Use Case: General Department Requests
The campus community will request
services using the Facilities
Management Customer Portal.
Work Control will process the service
request; should the request require an
estimate FM shops will see a work
order on their AiM WorkDesk
ESTIMATE NEEDED. Other billable
services, such as events, keys, signage
and department funded requests will
have an initial status of OPEN. Should a
manager determine that an estimate is
needed, they will update the work
order status to ESTIMATE NEEDED.
Refer to instructions on Using the Customer Portal
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Use Case: Project Manager - Requesting FM Capital Project Estimates
In addition to campus
community requests,
LRFP and FM
Construction & Service
Contracts project
managers will also
submit requests to
Facilities Management
for capital project
support estimates. On
the Customer Portal,
they will have special
problem codes (that
are not visible to rest
of the campus
community) for requesting estimates from specific departments in AiM. Work Control will process
requests and generate work orders that FM can use to create estimates in AiM.
Note that when estimates are needed from multiple FM departments, e.g., lead abatement, in-house
constructions and moving services, the project manager will submit multiple requests, one for each
department.
Training Guide: CS-02-Capital Project Estimates
Use Case: Thumbnail Estimates
With the exception of In-House Construction, Energy Services and Landscape Installation Services all
other FM departments will create estimates in AiM using thumbnail estimates.
As shown below, estimate requests may come directly from the campus community or from a Project
Manager. In both cases the estimate will created in AiM. The only difference is that with project estimates,
project managers are also working in AiM on a Capital Project. As such FM managers will be notified by
an Internal Work Agreement (IWA) on their AiM WorkDesk that 1) that their estimate has been approved
and 2) when a Notice to Proceed (NTP) is issued.
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Training Guide: WM-08-Thumbnail Estimates
Use Case: Formal Estimating: FMCS, LS and Utilities
These shops will create formal estimates using RS Means and the OSU Price Books.
Training Guide: ES-01-Formal Construction Estimates
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Use Case: Estimating: IWA Approval or Decline of an FM Estimate
CPPM project managers will create an AiM Internal Work Agreement (IWA) when they receive your
estimate. The status of the IWA on your AiM Capital Project Dashboard will identify if your estimate is
approved or declined, and if approved, when a Notice to Proceed (NTP) has been issued.
Training Guide: ES-02-CPPM IWA Approval and NTP
Use Case: Maintaining the OSU Price Book for Formal Estimating
The in-house construction group will provide estimates to the campus community using RS Means and
the custom OSU Price Book that has been loaded into AiM. The OSU Price Book is a perpetual work in
progress; estimate items should be augmented and revised at a minimum, on an annual basis. Some
pricing is published in the Facilities Management Guide to Services, as price book items are updated the
Guide to Services must be updated and published accordingly.
Training Guide: ES-03-Building the OSU Price Book
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PROPERTY
In AiM property and location information is defined as follows. The shaded areas represent information
that will import nightly from Archibus; other property data must be manually changed when needed.
Use Case: Managing Property Locations
For property data imported from Archibus, it is not advisable to alter locations; the nightly import from
Archibus to AiM will update records automatically. However, for property records such as utility tiles
and green spaces, property and location information should be manually updates as needed.
Training Guide: PR-02-Adding Property Locations
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Use Case: Managing Property Zone Types and Assignment Defaults
Once new properties are added or imported from Archibus, there is additional setup required in AiM for
zone type and assignment defaults. On a property record, zone type allows OSU to identify which zone a
property is associated to. This is useful for reports and for running searches in AiM. Additionally, you can
setup assignment defaults, which identify the default shop (zone) that can be automatically added to a
new work order based on its property, type, category and work code. There are activities (work codes)
AiM can automatically assign to the correct zone shop when work orders are created.
Reactive Services Handled by Zones
AIR AND VACUUM SYSTEMS
DOORS
MEETINGS
AIR HANDLING UNITS
EMERGENCY LIGHTS
ODORS
APPLIANCE REPAIR
FIT
PLUMBING
BOILER INSPECTION
FLOORS
PROJECTOR SCREEN
CABINETRY
GLASS
STAIRS
CARD READERS
GREASE INTERCEPTORS
SUMMER
MAINTENANCE
CARPET REPAIR/INSTALL
HANDRAILS
SUMP PUMPS
CEILING TILES
INTERIOR ELECTRICAL
VANDALISM
CEILINGS
INTERIOR NATURAL GAS
VENT HOOD
CHALK BOARDS
INTERIOR PAINTING
WALLS
CLASSROOM SEATING
KITCHEN EQUIPMENT
WHITE BOARDS
CLOCKS
MECHANICAL ROOM CLEANUP
WINDOW COVERINGS
DOMESTIC HOT WATER
MEDICAL EXAMS
WINDOW WELLS
WINDOWS
Training Guide: PR-01-Property Zone Type and Assignment Defaults
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SERVICE CONTRACTS
Summary
Invoice for service contractors that provide routine services can be recorded in AiM via electronic
upload of service contract invoices, one work order per building. This is the most efficient way for OSU
process invoices for services, otherwise external charges must be manually processed upon receipt of
service contract invoices.
Use Case: Creating Electronic Invoice Templates
A template was designed for GCA that OSU staff can use to create invoice templates for other service
contractors. Simply open the OSU_ABOVE_BASELINE_INVOICE_IMPORT excel file and do the following.
Unprotect the worksheet. (password = osuaim123)
Unhide all columns.
Update work orders, phases, work codes, contractor and other specific information.
Hide columns and protect the worksheet once again.
Use Case: Processing Electronic Invoices
After you provide your invoice templates to a contractor, they simply need to submit the form each
month with an updated transaction date and invoice amount for each work order. The form can be
emailed to a contact at OSU; the only requirement is that the contractor submits the invoice using the
same .xls format that provided to them.
Training Guide: FI-01-Processing GCA Electronic Invoices
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PURCHASING
Summary
The majority of purchases are automatically posted in AiM through the SciQuest interface; the purchase
order workflow is done in OK Corral. The AiM Purchasing module is only used to document and post
material charges for credit card purchases.
FM credit card purchases are reserved Small Dollar Urgent/Emergency Pick-Ups, and may only used by
personnel who hold a purchase card. Purchases using the P-Card are only allowed in the case of an
urgent/emergency, after hour situation or in instances where there are no other purchase options. This
must be a small dollar purchase equaling $5,000 or less. It is strictly PROHIBITED to use a P-Card for any
purchase over $5,000 regardless of the situation.
Use Case: Processing Purchase Card Transactions
The purchase card workflow consists of two transactions; the purchase card transaction and the purchase
disbursement. Both transactions are entered by the purchase card holder.
Training Guide: PU-01-Purchase Card and Disbursement
Use Case: Adding Contractors
Purchase card transactions must be associated with a vendor, called a “Contractor” in AiM. If a credit
cardholder makes a purchase from a new vendor that does exist in AiM, the Procurement Services
department must create a new contractor before the purchase card transaction can be entered into AiM.
Training Guide: CA-01-Adding Contractors
HUMAN RESOURCES & TIME MANAGEMENT
Summary
As a matter of policy, all non-exempt workers are required to record time in AiM for every hour they are
work. Work Control and Payroll staff will assist with day-to-day timecard reconciliation process.
<<<Please identify payroll policies>>>
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ASSETS & PREVENTIVE MAINTENANCE
Summary
Preventive maintenance is the perhaps the biggest priority at Facilities Management. The new
department zone structure was designed, in part, to focus the majority of the department on planned and
preventive maintenance. OSU will spend considerable time and effort in the coming months and years
building and maintaining an automated PM program within AiM.
FM has started with a blank slate. Legacy asset information was incomplete and inaccurate, asset
information will be collected and added to AiM, and the PM program will be built incrementally using this
approach.
Training Guide: PM-08-Preventive Maintenance Program Approach
Training Guide: PM-09-Preventive Maintenance Program Approach - Trees
ASSET DEFINITION
Use Case: Collecting Asset Information in the Field
Technicians in the field will use this form https://workordertest.okstate.edu/NewAsset/Asset to create
new asset records in AiM. Assets created with this form will first be labeled. Then Zone Managers will
review asset records and activate them by setting the asset status to ACTIVE.
Training Guide: AM-02-Asset Data Collection
Training Guide: AM-01-Building Asset Review
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Use Case: Add Asset Records into AiM
Some shops will define asset directly in AiM, instead of using the form.
Training Guide: AM-03-AIM Asset Definition
Training Guide: AM-05-Adding Images to Assets
Use Case: Building Asset Labeling
Once assets have been loaded into AiM, contact FM IT to request asset labels. Once you’ve applied
labels to building assets, update the asset status to LABELED.
Use Case: Tree Campus USA – Reporting in AiM
To support tracking and reporting for Tree Campus USA, OSU trees have been setup as assets in AiM,
associated with the asset group TREES. There is currently one custom report in AiM that can be run to
produce the iTree List Report; other reports will be created as needed.
Training Guide: AM-04-AiM Asset Definition-Trees
Training Guide: AM-05-Adding Images to Assets
Use Case: Relocating Assets
Asset location cannot be directly updated. Instead, there is a relocation sub-screen in Master Asset
Profile that allows you to formally relocate an asset.
Training Guide: AM-06-Asset Relocation
PM STANDARD DEFINITION
A PM Standard is used to define a series of checkpoints or inspection steps required to perform
preventive maintenance procedures.
Use Case: Create PM Standards
You may select maintenance procedures from the RSMeans price book or create custom procedures.
Training Guide: PM-01-Preventive Maintenance Standards
PM TEMPLATE DEFINITION
The PM Template identifies defines the characteristics of work orders generated by AiM, including work
is to be performed, the frequency of this work, and the equipment/asset on the phase.
Use Case: PM Templates for Building Assets
At a minimum one PM template is needed for each maintenance activity and frequency. Multiple assets
can be loaded on to the template phase.
Training Guide: PM-02-Preventive Maintenance Templates
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Use Case: PM Templates for Young Trees
Irrigating checks and staking activities for newly planted trees should be setup on a PM template
Training Guide: PM-03-Preventive Maintenance Templates-Young Trees
PM SCHEDULE DATE GENERATOR
Use Case: Generate Projected Dates
The PM Schedule Date Generator is used to define projected dates for each asset on a PM Template phase.
Training Guide: PM-04-PM Schedule Date Generator
Training Guide: PM-05-PM Schedule Date Generator-Trees
PM GENERATOR
Use Case: Generate PM Work Orders
The Preventive Maintenance Generator screen is used to by the Shop Leads / PM Coordinator to generate
the preventive maintenance (PM) work orders. The PM Generator will utilize information from the PM
Template and the Equipment/Asset Profile to create PM work orders.
Training Guide: PM-06-PM Generator
Training Guide: PM-07-PM Generator-Trees
Training Guide: PM-10-Preventive Maintenance Nesting Overview
FINANCE (BILLING)
Summary
Work Order Billing is an incremental process in AiM that processes charges on work orders and sends
them via custom code to the campus Banner Financial System.
Separate from billing is the work order closeout process. Once work on a phase is completed, technicians
will set the work order phase status to WORK COMPLETE. For shops, this is the final status. From there
the automated work order close out process interrogates each phase and update status to either close
out the phases and parent work orders, or to flag a phase with a CHARGE ERROR, which will prompt the
shop supervisor to follow-up.
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WORK ORDER FUNDING & ACCOUNT SETUP
Work order funding is mostly determined by a work orders’ Work Classification (refer to the Work Management section of this SOP). Each work
type and category identifies a primary source of funding such as a property, organization, asset, work code or capital project. The credit or offset
account is typically determined by the shop on each phase. The funding behavior in AiM means that accounts must be associated to records
identified as funding sources in work classifications.
Work Classification: Maintenance
SERVICE
FOR
AiM DR SOURCE
DEBIT
AiM CR SOURCE
CREDIT
NOTES
CUSTODIAL
GU
ORGANIZATION
Indicated on Planned WOs
AA181180-7310
PHYSICAL PLANT
CUSTODIAL
SERVICES
SHOP
SERVICE
CONTRACTS
AA261200-0505 CONTRACT
Will use org AA-D0505 to forcibly fund the
custodial account
CUSTODIAL
AUX
ORGANIZATION
Indicated on Planned WOs
DEFAULT BILLING
ACCOUNT – 7310
SUB CODE
SHOP
SERVICE
CONTRACTS
AA261200-0505 CONTRACT
This is the one default account provided by the
organization. Note that it is the SAME account
that will be used to fund other maintenance
activities. Auxiliaries cannot specify a unique
default billing accounts for custodial service.
GROUNDS
GU
PROPERTY (GREENSPACE)
Work Classification Default
MAINTENANCE/PREVENTIVE
MAINTENANCE/REACTIVE-
GROUND
AA181300-7200
PHYSICAL PLANT
GROUNDS
MAINTENANCE
SHOP
MAINTENANCE
SERVICES
AA261300-0501 LABOR
AA261200-0500 MATERIAL
AA261200-0505 CONTRACT
AA261200-0500
EQUIPMENT
GU grounds properties will be embedded the GU
grounds maintenance acct.
GROUNDS
AUX
PROPERTY (GREENSPACE)
Work Classification Default
MAINTENANCE/PREVENTIVE
MAINTENANCE/REACTIVE-
GROUND
DEFAULT BILLING
ACCOUNT - 7310
SHOP
MAINTENANCE
SERVICES
AA261300-0501 LABOR
AA261200-0500 MATERIAL
AA261200-0505 CONTRACT
AA261200-0500
EQUIPMENT
This is the one default account associated with
the organization who will fund the service.
Auxiliaries cannot specify a unique billing
accounts for custodial service. It will be same for
Maintenance, Custodial and Refuse.
REFUSE
GU
ASSET (DUMSTER
LOCATION)
Indicated on Planned WOs
AA181250-7311 -
PHYSICAL PLANT
REFUSE SERVICES
ASSET
AA261500-0505 CONTRACT
Dumpsters will be associated with Grounds
Properties but will have their own fund source so
we can drive funding to the GU refuse account
UTILITIES
GU
Work Code
PM Template Setup
MAINTENANCE/PLANNED-UTIL,
MAINTENANCT/REACTIVE-UTIL,
MAINTENANCE/UTILITY OUTAGE
MULIPLE: (GRAY
BOOKS OR UTILITY
ACCOUNTS)
SHOP
Derived from Work Code
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SERVICE
FOR
AiM DR SOURCE
DEBIT
AiM CR SOURCE
CREDIT
NOTES
REFUSE
AUX
ASSET (DUMSTER
LOCATION)
Indicated on Planned WOs
DEFAULT BILLING
ACCOUNT - 7311
SUB CODE
ASSET
AA261500-0505 CONTRACT
This is the one default account associated with
the organization who will fund the service.
Auxiliaries cannot specify a unique billing
accounts for refuse service. It will be same for
Maintenance, Custodial and Refuse.
BUILDING
MAINTENANCE
GU
PROPERTY (BUILDING)
Work Classification Default
AA181100 - 7200 -
GU BUILDING
MAINTENANCE
SHOP
AA261300-0501 LABOR
AA261200-0500 MATERIAL
AA261200-0505 CONTRACT
AA261200-0500
EQUIPMENT
GU properties will be embedded with the GU
maintenance account.
BUILDING
MAINTENANCE
AUX
PROPERTY (BUILDING)
Work Classification Default
DEFAULT BILLING
ACCOUNT
SHOP
AA261300-0501 LABOR
AA261200-0500 MATERIAL
AA261200-0505 CONTRACT
AA261200-0500
EQUIPMENT
AUX properties will be embedded with the one
default account associated with the orders.
Auxiliaries cannot specify a unique billing
account for maintenance service. It will be same
for Maintenance, Custodial and Refuse.
Work Classification: Administrative
SERVICE
FOR
AiM DR SOURCE
DEBIT
AiM CR
SOURCE
CREDIT
NOTES
ALL
FM
SHOPS
SHOP
Work Classification Default
LABOR:
WAGE (dummy account)
SHOP
AA261300 PHYSICAL PLANT
WAGE
ALL
FM
SHOPS
SHOP
Work Classification Default
CONTRACT/EQ/MATERIALS:
AA261300 PHYSICAL
PLANT WAGE
SHOP
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
ALL
EM
SHOPS
SHOP
Work Classification Default
LABOR:
WAGE (dummy account)
SHOP
LABOR:
AA281030 ELEC POWER
DISTR EXP
ALL
EM
SHOPS
SHOP
Work Classification Default
CONTRACT/EQ/MATERIALS:
AA281030 ELEC POWER
DISTR EXP
SHOP
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
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Work Classification: Customer Support
SERVICE
FOR
AiM DR SOURCE
DEBIT
AiM CR
SOURCE
CREDIT
NOTES
ALL SERVICE
CATEGORIES
(EXCEPT
GOODWILL)
GU/AUX
ORGANIZATION
Work Classification Default
ALL SUBLEDGERS:
Organization Pre-
authorized Billing Account
SHOP
LABOR:
AA261300 PHYSICAL PLANT
WAGE
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
GU GOODWILL
GU
PROPERTY
Work Classification Default
ALL SUBLEDGERS:
AA181100 GENERAL
UNIVERSITY BUILDING
MAINTENANCE
SHOP
LABOR:
AA261300 PHYSICAL PLANT
WAGE
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
Work Classification: Renovation
SERVICE
FOR
AiM DR SOURCE
DEBIT
AiM CR
SOURCE
CREDIT
NOTES
CONSTRUCTION
GU/AUX
CAPITAL PROJECT
Work Classification Default
Identified on Capital
Project
SHOP
LABOR:
AA261300 PHYSICAL PLANT
WAGE
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
DEPT REQUEST
GU/AUX
ORGANIZATION
Work Classification Default
ALL SUBLEDGERS:
Organization Pre-
authorized Billing Account
SHOP
LABOR:
AA261300 PHYSICAL PLANT
WAGE
CONTRACT/EQ/MATERIALS:
AA261200 PHYSICAL PLANT
STOCK
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WORK ORDER CLOSEOUT AND BILLING
Use Case 1: Troubleshoot & Resolve phase status: CHARGE ERROR
CHARGE ERROR indicates that phase is WORK COMPLETE, but AiM cannot close the phase due to an
incomplete transaction such as an unapproved timecard, external charge, shop stock charge or PO
encumbrance. Shop managers are notified on their AiM WorkDesk when charge errors occur; they can
follow-up with Work Control to resolve these work orders.
Use Case 2: Work Order Billing
Use the Work Order Billing Generator to bill work orders.
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ENVIRONMENTAL HEALTH AND SAFETY
Summary
The EHS department also uses AiM to assign and track work order activity.
Use Case: Daily Work Assignments
Managers and Supervisors will use AiM Daily Assignments to generate daily work assignments for
technicians.
Training Guide: EHS-01-Daily Assignments
Use Case: Processing Work Orders
Technicians will login to AiM to enter time and work order status updates.
Training Guide: EHS-02-Processing Work Orders
Use Case: Request Equipment Repair
EHS staff will use the online Facilities Management Customer Portal to submit service requests anytime
repair or replacement of fire pumps, fire suppression systems, alarm panels or alarms is needed.
Training Guide: CS-08-EHS-Request Equipment Repair
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APPENDICES
1. TRAINING GUIDES
These training guides are searchable the OSU Facilities Management web site.
OSU Training Guides
Module
Document Name
Asset Management
AM-01-Building Asset Review
Asset Management
AM-02-Asset Data Collection
Asset Management
AM-03-AIM Asset Definition
Asset Management
AM-04-AiM Asset Definition-Trees
Asset Management
AM-05-Adding Images to Assets
Asset Management
AM-06-Asset Relocation
Contract Administration
CA-01-Adding Contractors
Customer Portal
FM Customer Portal Instructions
Customer Service
CS-01-Processing Non-Urgent Work Requests
Customer Service
CS-02-Capital Project Estimates
Customer Service
CS-03-Work Request Manager Review
Customer Service
CS-04-Entering After Hours Calls
Customer Service
CS-05-Energy Audit Findings
Customer Service
CS-06-GCA Baseline Custodial Requests
Customer Service
CS-07-Processing After Hours Calls
Customer Service
CS-08-EHS-Request Equipment Repair
Customer Service
CS-09-Energy Services-Self-Identified Work Requests
Customer Service
CS-10-Energy Management and Building Controls Procedure
Customer Service
CS-11_AiM_CPPM - Requesting Project Estimates
Customer Service
CS-12-OKIE State Locates
Customer Service
CS-13-CPPM Project Initiation
EHS
EHS-01-Daily Assignments
EHS
EHS-02-Processing Work Orders
Estimating
ES-01-Formal Construction Estimates
Estimating
ES-02-CPPM IWA Approval and NTP
Estimating
ES-03-Building the OSU Price Book
Finance
FI-01-Processing GCA Electronic Invoices
Finance
FI-02-Account Setup
Overview
OV-01-Getting Started
Overview
OV-02-WorkDesk Overview-Work Control
Overview
OV-03-WorkDesk -Managers and Supervisors
Overview
OV-04-WorkDesk -Construction Manager
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OSU Training Guides
Module
Document Name
Overview
OV-05-WorkDesk -FSS Manager
Overview
OV-06-WorkDesk -Preventive Maintenance Specialist
Overview
OV-07-WorkDesk -EHS Manager
Overview
OV-08-WorkDesk -Energy Manager
Overview
OV-09-WorkDesk -Landscape Managers
Overview
OV-9.1-WorkDesk -Landscape Supervisors
Overview
OV-10-WorkDesk Overview-GCA
Overview
OV-11-Customizing WorkDesks and Creating Queries
Overview
OV-11.1-WorkDesks
Overview
OV-12-AiM Content Management
Overview
OV-13-Adding Related Documents
Overview
OV-14-Updating Related Documents
Overview
OV-15-Queries
Overview
OV-16-AiM IQ Reports - Quicklinks
Project Management
PJTMGNT-01-Planned Work Orders
Preventive Maintenance
PM-01-Preventive Maintenance Standards
Preventive Maintenance
PM-02-Preventive Maintenance Templates
Preventive Maintenance
PM-03-Preventive Maintenance Templates-Young Trees
Preventive Maintenance
PM-04-PM Schedule Date Generator
Preventive Maintenance
PM-05-PM Schedule Date Generator-Trees
Preventive Maintenance
PM-06-PM Generator
Preventive Maintenance
PM-07-PM Generator-Trees
Preventive Maintenance
PM-08-Preventive Maintenance Program Approach
Preventive Maintenance
PM-09-Preventive Maintenance Program Approach - Trees
Preventive Maintenance
PM-10-Preventive Maintenance Nesting Overview
Preventive Maintenance
PR-01-Property Zone Type and Assignment Defaults
Preventive Maintenance
PR-02-Adding Property Locations
Purchasing
PU-01-Purchase Card and Disbursement
Time Management
TM-01-Timecard Approval
Work Management
WM-01-Quick WO - Urgent and Emergency Calls
Work Management
WM-02-Assigning Billable Work Orders - GCA
Work Management
WM-03-Processing GCA Work Orders
Work Management
WM-04-Request Work from Another Shop
Work Management
WM-05-Manager Supervisor Review Channel
Work Management
WM-06-Assign Work
Work Management
WM-07-Find Fix Work Order
Work Management
WM-08-Thumbnail Estimates
Work Management
WM-09-Daily Assignments
Work Management
WM-10-iDesk-Work Order Processing
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OSU Training Guides
Module
Document Name
Work Management
WM-11-Processing Work Orders for Vehicle and Equipment
Repair
Work Management
WM-12-iDesk-Work Order Processing-PM
Work Management
WM-13-iDesk-Charging Shop Stock to a Work Order
Work Management
WM-14-iDesk-Work Order Processing-Landscape Services
Work Management
WM-15-Work Order Processing-Energy Managers
Work Management
WM-16-Processing Work Orders and Invoicing-GCA
Work Management
WM-17-Adding Shop Stock Locations and Parts
Work Management
WM-18-Shop Stock Approval
Work Management
WM-19-Energy Manager Follow-up
Work Management
WM-20-iDesk-FSS-Recycling-Work Order Processing
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2. SETUP & CONFIGURATION HISTORY
AiM setup and configuration was completed for these modules. Delivered with this SOP is a file listing all primary setup and configuration details
by module and screen.
AiM Module Setup
WORK MANAGEMENT
ACCOUNTS PAYABLE
ASSET MANAGEMENT
CUSTOMER SERVICE
ESTIMATING
FINANCE
HUMAN RESOURCES
INVENTORY
KEY PERFORMANCE INDICATORS
PREVENTIVE MAINTENANCE
PROJECT MANAGEMENT
PROPERTY
PURCHASING
TIME AND ATTENDANCE
SYSTEM ADMINISTRATION
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