FACILITY SERVICES WORK & ASSET MANAGEMENT SYSTEM
Please utilize the following links to help you get started:
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Print the AiM Customer Request Entry User's Guide for reference before entering your first work order.
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Using your CSUSM network Username and Password, LOGIN to AiM to enter your Work Request. Don't forget to add the web address to your favorites.
Learn more about AiM and Facility Services Work Control.
Comments, complaints, praise, suggestions about Facility Services Web Site should be directed to :
facilityservices@csusm.edu
Introduction
The information age has finally dawned on work control and facility management software in the form of AiM, a web-based work control software system that manages: all requests for service, time, job estimates, inventory, preventative maintenance and much more.
With AiM, Facility Services will be able to import and export data to campus enterprise systems, such as PeopleSoft, and consolidate various sources of data into a single source. Consolidation will facilitate multi-departmental reporting and will ensure that users will be viewing and utilizing the most current data available.
The Facility Services Systems Administrator, Mike Geck, was charged with implementing AiM and converting data from Facility Focus, our pre-AiM work control management system, over to AiM. Mike has been steadily converting data from Facility Focus, configuring, troubleshooting and holding training sessions for AiM. After several months of this, AiM is now up and running and ready to be rolled out to the department and the campus.
Work Control
When you call-in or submit a Customer Request via the web, your request is inputted into AiM by our Work Control Specialist - Patti Gero. Patti will input the necessary information into AiM regarding the work to be done, the location of where the work will be performed, any equipment that may be necessary to complete the job and other vital information. After the necessary information is entered the Work Order is then assigned to a shop and shop person.
During the data entry process, Patti will make the determination if a Customer Request should become a billable or non-billable Work Order.
Here are a few examples of non-billable Work Order issues: too hot/too cold calls, minor repairs, lights out/flickering, pest control, graffiti clean-up, key/card access issues, leaks, waste management, cleaning, power outages, signage updates and water supply problems.
Here are a few examples of billable Work Order issues: painting within 10 years of the surface's last paint job, white/corkboard installations, remodels, equipment installation, modular furniture moves and installations, keyboard tray installations and moves, additions to electrical systems and signage additions.
A good rule of thumb for determining whether a Customer Request will become a billable or non-billable Work Order is to ask yourself, "Will this request be adding, improving or changing the location as it was upon the building's acceptance and initial occupancy?". If the answer's yes it will probably be a billable, if no it will probably be a non-billable.
Billable Work Flow
If a Work Order is billable, it will be assigned to a shop or multiple shops. The estimator in the shop will make a site visit, get details on the work to be done and enter an estimate in AiM.
The estimate will then be submitted to the customer for review and approval. The customer has 30 days to approve. If the estimate is not approved within 30 days, the Work Order will be cancelled. Once the estimate has been approved, Work Control will notify the shop to proceed. Once work is completed, the Work Order will be closed.
Non-billable Work Flow
Non-billable Work Orders will be assigned to a shop and scheduled according to priority and the shop persons availability. The Work Order will be closed once the work is completed.
How to enter a Customer Service request in AiM
As with any new system, training is an essential part of the roll-out. Below you will find a training video and training manual document that will instruct you on how to submit a Customer Request in the new Asset inside Management (AiM) system.
Training
FACILITY SERVICES WORK CONTROL HIGHLY SUGGESTS THAT YOU PRINT THE TRAINING DOCUMENT PRIOR TO ENTERING YOUR FIRST CUSTOMER SERVICE REQUEST AND THAT YOU HAVE THE DOCUMENT READILY AVAILABLE DURING YOUR CUSTOMER SERVICE REQUEST ENTRY.
AiM Customer Request Entry Training Video
Customer Request Entry Training Manual Document
Comments, complaints, praise, suggestions about Facility Services Web Site should be directed to :
AiM Login
