WHAT’S NEW IN AIM 3.1
What’s New in
AiM 3.1
(Formerly known as “FacilityMAX”)
May 15, 2009
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
Page 1
WHAT’S NEW IN AIM 3.1
SUMMARY OF CHANGES ...................................................................................................................................... 4
BRANDING (“AIM”) ................................................................................................................................................. 4
WORK MANAGEMENT .......................................................................................................................................... 5
W ORK ORDER ACCOUNT SETUP ............................................................................................................................. 5
STATUS EMAIL SETUP.............................................................................................................................................. 8
PHASE DEPENDENCIES ............................................................................................................................................ 9
ZONE DEFAULT ASSIGNMENTS .............................................................................................................................. 10
ACCOUNTS PAYABLE .......................................................................................................................................... 11
PO INVOICE MISCELLANEOUS CHARGE ................................................................................................................ 11
INVOICE VOID STATUS ........................................................................................................................................... 13
PO INVOICE............................................................................................................................................................ 14
PO INVOICE ADJUSTMENT ..................................................................................................................................... 14
PROJECT CONTRACT INVOICE ADJUSTMENT ........................................................................................................ 15
PROJECT CONTRACT RETAINAGE ACCOUNT ........................................................................................................ 16
ASSET MANAGEMENT ......................................................................................................................................... 17
EQUIPMENT METER................................................................................................................................................ 17
CAPITAL PLANNING & ASSESSMENT (FCA) ................................................................................................. 18
INFLATION RATE ..................................................................................................................................................... 18
DETERIORATION RATE ........................................................................................................................................... 19
CONDITION ASSESSMENT ASSET PROFILE ........................................................................................................... 19
CONDITION ASSESSMENT MODEL DEFINITION ...................................................................................................... 20
CONDITION ASSESSMENT MODEL PROJECTION ................................................................................................... 21
PLANNED IMPROVEMENT ....................................................................................................................................... 22
CUSTOMER SERVICE ........................................................................................................................................... 23
EMAIL TEMPLATE ................................................................................................................................................... 23
CONTRACT ADMINISTRATION ........................................................................................................................ 23
PAYMENT METHOD ................................................................................................................................................ 23
ENVIRONMENTAL HEALTH & SAFETY ......................................................................................................... 24
HAZMAT CONTAINER RELEASE ........................................................................................................................... 24
HAZMAT CONTAINER RETURN ............................................................................................................................ 25
FINANCE .................................................................................................................................................................. 26
W ORK ORDER BILLING .......................................................................................................................................... 26
ASSET DISPOSAL ................................................................................................................................................... 28
RAPID STATUS UPDATE FOR ASSETS.................................................................................................................... 29
HELP SYSTEM ........................................................................................................................................................ 30
HUMAN RESOURCES ............................................................................................................................................ 31
TRAINING COURSE ................................................................................................................................................. 31
ASSET ACTIVITY ..................................................................................................................................................... 32
PREVENTIVE MAINTENANCE ........................................................................................................................... 32
PERFORMANCE ENHANCEMENTS .......................................................................................................................... 32
PURCHASING .......................................................................................................................................................... 33
PURCHASE ORDER ................................................................................................................................................ 33
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
SPOT PURCHASE STATUS ..................................................................................................................................... 34
SYSTEM ADMINISTRATION ............................................................................................................................... 35
FISCAL YEAR END .................................................................................................................................................. 35
ROLES (SECURITY FILTER) .................................................................................................................................... 35
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
SUMMARY OF CHANGES
The most obvious and exciting change to the product is rebranding to “AiM” from
“FacilityMAX”. Additionally, many performance enhancements have been implemented
such as global code changes and increased table indexing designed for multiple
database engines. But there is much more to the release of AiM 3.1:
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PO Invoice / Adjustment - The PO Invoice Adjustment returns with additional
features such as void and PO Invoice edit.
Work Order Account Setup – Enhancements include Enforce Distribution at the
Work Order and two new Phase Funding Sources; Work Order and Work Code.
Work Order Bill Generator - ability to review billable items before posting to API
table
Phase Dependencies – Added project management features enhance the phase
estimated start and estimated end dates.
Zone Default Assignments – Default Assignments may now be established based
on a property zone.
Email Enhancements – Status Email Setup is enhanced for Work Order and Phase
and added to Customer Request Status.
Security Role - Add linkage between the Security Role to a detail list of Security
Filters. When role is applied to a user default the associated security filters to user.
Purchase Order Entry - ability to define Purchase Order statuses by Purchase
Order Type
Spot Purchase - add status codes to allow update of Spot Purchase items which
have been reversed disbursed or cancelled.
Help – The new context-sensitive Help system is now available.
Training Course – Now includes Equipment Group for training and certification.
Condition Assessment Model – Modeling and Projection of condition assessment
studies that auto-calculate – no longer using a generator function.
HAZMAT Container Management – Container Release and Container Return
BRANDING (“AIM”)
We are most excited to introduce, AiM, the new AssetWorks brand replacing
FacilityMAX. AiM, although not an acronym, does represent why and how our
customers employ this product: assets, maintenance, accountability, management, and
accounting - to inform the individuals in your institutions. James Wolf, the AiM Product
Manager has said, "Our industry exclusive WorkDesk, the AiM personal information
system, puts the (i)ndividual in (A)sset (M)anagement". Our excitement about AiM and
this new version release are based on our achieved objectives to further integrate
assets into the application, execute customer requested enhancements, and improve
the system's operation and performance.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
WORK MANAGEMENT
Updates to the Work Management module include:
• Work Order Account Setup
• Status Email Setup
• Phase Dependencies
• Zone Default Assignments
Work Order Account Setup
A significant enhancement to the Work Management module is the addition of “Enforce
Distribution” at the Work Order level. This functionality which has been in place for
Project Groups and Projects – is now available at the Work Order. Account Setup is
added to the Work Order and two new funding sources are available; Work Order and
Work Code. An Account History view is now also available at the Work Order level.
New Work Order Account Setup (With Enforce Distribution)
Enforce Distribution is optional. Account Setup and distribution record for Work Orders
(and PM Templates) function like previous project account setups or custom funding
source distributions.
When the work order Enforce Distribution flag is enabled, the phase funding source will
be set to “work order”. A phase added to an Enforce Distribution enabled work order will
have the Funding Source of "Work Order". Copying a work order will preserve the
enforce distribution setting and also copy any unexpired work order distributions.
The work order may not be set to enforce distribution if any existing phases have
financial transactions using a prior phase funding source. When the work order Enforce
Distribution flag is enabled, the entry of a phase account distribution is prohibited.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
A Fixed Amount Work Order with Enforced Distribution enabled will apply to the work
order as a whole. For example, a work order distribution with a fixed amount of $5000
will allow charges up to $5000 total rather than $5000 per phase.
New Phase Funding Sources: Work Order and Work Code
Customer Request Approvals also now include the funding source of “Work Order” and
the ability to define an account distribution when generating work orders from customer
requests. When the PM template “Enforce Distribution” flag is enabled, the related
template phase funding source will be updated to “work order” and the generated work
orders will be set to Enforce Distribution “Yes”.
In addition to the Work Order Phase, PM Template Phase and Customer Request
Approval, the funding source of "Work Order" is available with on the Planned Work
Order Phase, Work Classification Category, and Work Order Journal Entry.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
The Work Code now offers an Account Setup
When a Work Code setup record now specifies an Account Setup, the Account Setup is
available to be applied to the Work Order Phase where that Work Code is applied. To
activate the accounting parameters of the selected Work Code, the Phase funding
source must be manually set to “Work Code”. This feature supports precision account
management when used with advanced work codes practices.
No functionality provided by the current project distribution enforcement will be lost
when the new work order distribution enforcement is used. “Enforced” work orders will
enforce the defined account distribution across all phases.
Work Order enforcement distribution will not prevent associating a work order to a
project provided that the project is not set to enforce the project account distribution. If
the project is set to enforce the project account distribution and there are no existing
finance transactions for any existing phase, then the Work Order may be associated
with the Project.
If a selected project is set to enforce the project or project group distribution, the
“parent” account distribution enforcement will override the “child” account distribution
enforcement. Any existing work order or phase account distribution will “expire” and the
phase funding sources will be reset to the respective “project or project group” value.
The “child” work order Enforce Distribution will also be set to “No”. The hierarchical
check for enforce distribution is Project Group, Project, and then Work Order.
The “Fund A” distribution source of an enforced Work Order distribution is “W”. The
new Work Order Account Distribution table is ae_p_pro_c and the new PM Template
Account Distribution table is ae_r_pmi_c. (Internal Work Order 090303-010164)
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Status Email Setup
The Status Email Setup is enhanced for both the Work Order Status and the Phase
Status. The Work Order Email recipients now include the Occupants email and the
Property email. The Phase Status Email recipients now include the Occupants and
Locations Contact email.
New Recipients for Work Order and Phase Status Email Setups
If the Work Order “Occupants Email” is selected “Yes”, then the emailer system will
identify all people associated with the Property identified on the Work Order and send
those people an email. The email address used is that from the Employee Profile.
If the Phase “Occupants Email” is selected “Yes”, then the emailer system will identify
all people associated in the Location identified on the Work Order Phase and send
those people an email. The email address used is that from the Employee Profile. If
the location null, an email will not be sent.
“Property Contacts” and “Location Contacts” will receive an email if indicated here and if
the contact information contains an email address. Path: Work Management > Setup
Menu > Work Order Status (or Phase Status) > View: Select > Status Email Setup.
(Internal Work Order 090107-009672, 090113-009725, 090113-009726)
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Phase Dependencies
The Dependencies feature establishes predecessor phase and successor phase
relationships supporting management of projects. Adjustments made to predecessor
estimated dates will change successor phase estimated dates. For instance, Phase
001 is the predecessor to Phase 002 - and when the Estimated End date changes for
Phase 001, Phase 002 estimated dates will also be adjusted.
The Dependencies feature is found on the Phase View: Select menu. Dependencies
take effect on only saved phase records, so to modify Dependencies; use the view
mode (not the edit mode) of the Work Order Phase. Dependencies are also only
available to Phases associated with a Project. The Project must have at least one Work
Order and that Work Order must have at least two Phases. Dependencies are not
functional for work order phases not associated with a Project. Regardless of the Work
Order and Phase count, all phases must be of the same Project. Only predecessors
may be created and modified. Successors are modified through their relationship with
the predecessor.
A suggested best practice to facilitate the functionality of Dependencies is to ensure the
consistent use of Estimated Start and End Dates for Phases associated with Projects.
An additional best practice to assist with consistent Estimated Dates is to populate the
“Due Hours” values associated with the Priority setup screen (Work Management >
Setup > Priority). “Due Hours” calculates an estimated end date according to the
Priority.
New Phase Dependencies Screen
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
When modifying Estimated Start Dates after the Work Order has been initially saved,
know that the Priority (Due Hours) affected the Estimated End Date, and the Estimated
End Date must be then modified manually to affect successors. Dates modified to the
future will “push out” successor start and end dates. Dates modified to reflect an
estimated start date earlier than the original start date will not affect successors.
Additionally, phases cannot be Complete or Work Complete (or status flag equivalent).
Predecessor end dates cannot be later than a successor start date and a Predecessor
cannot be a circular reference to another Predecessor. While conducting a Work Order
search, you may search in the Dependencies section by Predecessor Work Order and
Predecessor Phase. The Dependencies feature is the beginning of future
enhancements supporting interfaces with Project Management Information Systems.
Path: Work Management > Work Order (View Mode!) > Phase > View: Select >
Dependencies (Internal Work Order 090107-009673).
Zone Default Assignments
This enhancement affects both the Work Management and Property Modules. It
enhances Work Management through adding the Zone Assignment Default to a
property zone. This is most convenient and applicable for maintenance organizations
employing a “zone” concept. When properties and locations are assigned to a defined
zone, the zone defaults (Work Classification and Shop Person) are applied to the Work
Order. Path: Property > Setup Menu > Zone Type > Zone > Assignment Default.
(Internal Work Order 090109-009698 / 090122-009841)
New Assignment Default for a Property Zone
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
New Zone Assignment Default Detail Setup
ACCOUNTS PAYABLE
AiM 3.1 contains significant changes to financial logic affecting invoices and contracts.
PO Invoice Miscellaneous Charge
The PO Invoice Miscellaneous Charge feature supports the creation of more additional
line items for the PO invoice than were on the original PO. The purpose of the
modification is to allow a user the ability to enter multiple miscellaneous charges against
a Work Order Phases on the PO Invoice screen.
Previously, the PO Invoice and the quantity of PO Invoice Line Items were fixed and
could not be modified. Now, the PO invoice may be modified to allow for additional
“miscellaneous charges” that were not on the original PO.
The miscellaneous charge may only be disbursed to a Work Order. Users may enter as
many miscellaneous charges as they want on the invoice and each miscellaneous
charge will be associated to a single WO/Phase. New miscellaneous charge invoice
lines are related to the PO only since they did not originate from a specific PO line item.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
PO Invoice Miscellaneous Charge (Line Item > Add Detail)
Only positive dollar amounts and a description of the detail line may be entered on the
miscellaneous charge PO Invoice Line Item. The “Accepted Quantity” is also always “1”
for a miscellaneous charge. Associated to the detail line is a single disbursement line
where the user is required to enter the valid Work Order/Phase and description.
Miscellaneous Charges have their own financial transaction type,
(PO_INV_MISCEL_CHARGE), to identify them from other financial transactions. Valid
database table values for the miscel_charge are “No” if the row is a normal invoice line
item and “Yes” if the row is a miscellaneous charge. The 3.1 upgrade install SQL will
set all existing PO Invoice line items to “No” for existing customers. Path: Accounts
Payable > PO Invoice (Internal Work Order 090109-009698 / 090122-009841).
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Invoice Void Status
“Voided” has returned as a status flag value option for processing invoices. This now
applies to Purchase Order, Service Contract, and Project Contract invoices. “Voided”
may be used when there are adjustments needed other than a quantity or variable
costs. A voided invoice adjustment enables a new purchase order invoice to be entered
containing the required corrections.
The “Voided” flag value is now added to the Invoice Statuses
The AiM 3.1 upgrade scripts do not modify the current invoice status settings.
Implement the “Voided” feature only after reviewing its purpose in your business
process and determining its effect on the invoicing workflow.
Invoices with adjustments entered prior to 3.1 will only allow voiding of an entire invoice.
Invoices created in 3.1 or later will allow voiding of individual invoice lines (Internal Work
Orders 090504-011083 / 011084)
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
PO Invoice
New Purchase Order Invoice functionality allows for the entry of a zero (0) quantity on
the PO Invoice line item and PO Invoice line item disbursement screen. Zero is
permitted on the Current Invoice and Accepted Line Item fields. Zero is also permitted
as the Accepted Quantity on the Disbursement. These features facilitate greater
flexibility with invoice processing (Internal Work Order 081204-009669).
PO Invoice Adjustment
The PO invoice adjustment was reactivated in AiM 3.1. The PO invoice adjustment
functionality is now supported by additional complementary system features such as the
Void options and the zero quantity invoices. The new “Voided” Invoice Status allows
Invoice adjustments to be dismissed without adversely affecting the financial transaction
register. (Internal Work Order 081204-009530)
Purchase Order Invoice Adjustment
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Adjustments in Aim 3.1 will “Void” existing lines and create a new line for the adjusted
amount. After an invoice is selected to adjust, the invoice adjustment screen functions
much like the invoice screen. The invoice line item and disbursement may be marked
as “Voided”. The entire invoice may also be voided. When the invoice adjustment is
saved, the system will check if the invoice status is set to void and void the entire
invoice, then it will look at the invoice lines. If the line is modified, the line will copy to
the end of the invoice, the original line will void, and the new line will post. (Internal
Work Order 081204-009530).
Project Contract Invoice Adjustment
The Project Contract Invoice Adjustment now functions similarly to the PO Invoice
Adjustment screen. The screen is quite similar to the Project Contract Invoice Screen.
Invoice Lines may be marked as “voided” or amounts corrected. The screen acts much
like an “edit” screen until the record is saved. After being saved, if an invoice line is
marked as void or modified, the original invoice line transactions will be simply reversed.
If the invoice was modified, a new line will be appended to the invoice for the modified
amount, and a new set of positive transactions are posted.
Additionally, Invoice Adjustment line items may only be positive, negative amounts are
not permitted. New details rows will be created upon “save”, no longer upon “done”.
Disbursements do not default, but must be entered manually. Upon save, voided line
items will be reversed. Modified line items are appended to the adjustment record, then
the original is voided and reversed, and the modified line is posted.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Project Contract Retainage Account
The Project Contract is modified to allow for the optional capability to define a retainage
account and subcode as part of the contract setup process. This enhancement
supports the effective management of a single retainage account as opposed to
managing retainage balances across multiple accounts defined by a variety of funding
sources.
Project Contract now with Retainage Account
The Project Contract “Markup Account” is now relabeled as “Account Setup”. The
account values (both retainage and markup) may be modified provided that the contract
has not been charged.
The new finance transaction logic de-encumbers the full amount of the invoice plus any
markup (currently retainage is not de-encumbered). It will charge the respective work
order or project accounts for the invoice amount plus markup (retainage that is released
by the payment is not added to this amount as it has already been debited) and a
secondary transaction will charge the respective work order or project accounts for the
retained amount. The retained amount is credited to the new retainage account in this
new transaction. The release of retainage will generate a one-sided transaction
reducing the retainage account by the released amount.
Project/Work Order Contract Invoice De-encumbrance Logic
De-encumbrance transactions are “one sided” (i.e. the offset account and sub-code are
null). When the invoice is placed into a “released” status, de-encumbrance accounts
will be derived based upon the accounts used when original encumbering transactions
were generated for the respective contract invoice line item.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Project / Work Order Contract Invoice Charge/Markup/Retainage Logic
Accounts will be derived at the time the invoice is set to a “released” status and the
records are saved. Financial transactions will vary in the source of the charge accounts
based on the presence of the work order and phase in the invoice line item. The
amount of the base transaction (retainage and markup will then be applied) and the
transaction sub-ledger will be derived from the new disbursement table for the invoice
line item if the table is populated, otherwise the sub-ledger will be assumed to be
“contracts” and the line item amount will be used directly. If the invoice has markup
defined, a second transaction is generated to move the markup amount into a separate
markup account.
Retainage Held
If the contract is setup to support a retainage account, then a new transaction will be
generated which will relocate the retainage amount from the work order/phase charge
account to the retainage account and sub-code defined on the contract. For each
Project Contract Invoice line item a financial transaction(s) will be inserted into the
financial transaction table.
Retainage Paid
If the contract is setup to support a retainage account then a new transaction will be
generated which will reduce the balance of the retainage account and sub-code defined
on the contract by the retainage paid amount. For each Project Contract Invoice line
item where retainage is released a financial transaction(s) will be inserted into the
financial transaction table.
ASSET MANAGEMENT
Equipment Meter
Equipment Meter is now located with Asset Meter on the Asset Management main
menu instead of the Preventive Maintenance setup menu. There are no functional
changes to the Equipment Meter screen.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
CAPITAL PLANNING & ASSESSMENT (FCA)
Changes made to the Capital Planning and Assessment (CP&A) module (formerly
known as the Facility Condition Assessment (FCA) module) include the separation of
inflation and deterioration rates, how inflation and deterioration rates are calculated, the
Condition Assessment Model, and the new Planned Improvement screen. These
improvements make the module much more intuitive. Also, the Asset (Condition Index)
and Planned Improvement (Estimates) Inflation and Deterioration calculations are now
auto-calculated.
Specifically, this new release affects these features:
• Inflation Rate
• Deterioration Rate
• Condition Assessment Asset Profile
• Condition Assessment Model Definition
• Condition Assessment Model Projection
• Planned Improvement
Inflation Rate
This feature manages the inflation rate of assets and planned work orders. This
inflation rate can be more targeted by associating a Facility listing by fiscal year.
Inflation Rate may be positive or negative. A given fiscal year may then exist in multiple
records in order to have different rates for multiple listings of Facilities, but a Facility
may only reference one Inflation Rate per Fiscal Year. The generator is not needed
once the rate is established – the appropriate screens will reference this rate based on
the given criteria and calculate the inflation automatically. If only one record exists for a
fiscal year and there are no detail records, the system will assume the same rate for all
Facilities.
Inflation Rate
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Deterioration Rate
The Deterioration Rate includes the ability to manage deterioration by Asset Group.
The Deterioration Rate may only be a positive number. This feature manages the
inflation rate of planned work orders. This deterioration rate can be more targeted by
associating an Asset Group listing by fiscal year. A given fiscal year may then exist in
multiple records in order to have different rates for multiple listings of Asset Groups, but
an Asset Group may only reference one Deterioration Rate per Fiscal Year. The
generator is not needed once the rate is established – the appropriate screens will
reference this rate based on the given criteria and calculate the deterioration
automatically. If only one record exists for a fiscal year and there are no detail records,
the system will assume the same rate for all Asset Groups.
Deterioration Rate
Condition Assessment Asset Profile
Updates to this feature are not visible - the Inflated Replacement Cost is now a
calculated field. This field is kept current without having to continually run the Inflation
Generator. The Inflated Replacement Cost is calculated based on the Replacement
Cost of the Asset inflated to current dollars based on the Replacement Cost Entry Date
and the Fiscal Year setup.
Calculation: ((Replacement Cost) * (2008 Inflation Rate)) * (2009 Inflation Rate).
If no inflation rate exists for a given year, it is assumed to be 1 (or no inflation).
Current Replacement Value is a significant calculated field in the Condition Index block.
If the replacement cost and replacement entry date are entered, the Current
Replacement Value is inflated to the current fiscal year dollar amount.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Current Improvement Costs on the Condition Assessment Asset Profile are calculated
by totaling the estimates from the pending phases (where the Condition Assessment
flag on the category is “Yes”) and the inflated cost of all the planned improvements from
the current fiscal year and before. The planned improvements are inflated based on the
estimate fiscal year up to the planned fiscal year.
Condition Assessment Model Definition
Aim 3.1 upgrades the former Condition Assessment Report into a “modeling” concept.
This new concept for “modeling” condition assessment data splits the “Condition
Assessment Report” screen into two parts: the “Condition Assessment Model Definition”
and the “Conditional Assessment Model Projection”. This split allows for a clear division
between the setup of the model and the usage of the resulting projection. This also
allows clients to take advantage of the inherent security privileges within AiM and define
clear roles for implementation.
The definition of a model contains three components: Asset Group, Work Classification,
and Property. Asset Groups being associated to the Model is a departure from previous
versions of the system, which have used Asset Type, and will need to be reviewed and
evaluated carefully in a test environment before implementing in a live database. Asset
Type is no longer available to define Condition Assessment Model as Asset Types are
now hard-coded system-defined values. Create a new model by entering a description,
starting year, and a projected value. The View: Select menu is used to define the setup
criteria of the model. The View: Select setup options include Asset Groups, Work
Classification (Only Categories flagged as Condition Assessment “Yes” are eligible),
and Property.
Once the criteria is defined for the Model in each respective view, the main header
screen provides a count of entries of each component and display this count next to
each appropriate label in the Model Summary.
Condition Assessment Model Definition
© 2009 AssetWorks
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WHAT’S NEW IN AIM 3.1
Once a new Model definition is created and saved, a generation icon appears. Upon
clicking generation, the user is prompted with “This will create Sequence “X” Projection
for this Model. Do you wish to continue?” Upon continuing, the sequence will set to the
next sequential order. This also creates Projection values for the given criteria and
associates the Projection with the given sequence.
Condition Assessment Model Projection
The former features Projected Years and Lifecycle Projection were used to assemble
the Model Projection. A Model Projection may have multiple “Sequences” to be used
for modeling purposes. Model Projection records are created by the Model Definition
generation.
Condition Assessment Model Projection
To generate a projection, first search for the model/sequence of interest and then
manage the model through the update of “investment” dollars by Projection Year. This
“what if” analysis allows for the display of how the Asset Condition Index (ACI) / Facility
Condition Index (FCI) are affected by the suggested investments. This data will also be
the basis for the standard AiM Condition Assessment Reports.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Planned Improvement
The new Planned Improvement screen is based on the Planned Work Order and
functions similarly except that information that is important to the Condition Assessment
program is more easily accessible. The Planned Improvement is a perspective of a
Planned Work Order residing on the same table as the Planned Work Order and
Deficiency Entry. The Type and Category options available to the Planned
Improvement are those Types and Categories flagged for Condition Assessment.
New Planned Improvement
The Planned Improvement has affected two other similar features, the Deficiency Entry
and the Planned Work Order.
Deficiency Entry
Cosmetic changes were made to the Deficiency Entry screen. Changes include adding
the Planned Fiscal Year to the Project block. Planned Fiscal Year is the estimated year
that the deficiency will be addressed. A regular “Fiscal Year” was included with the
Estimate block.
Planned Work Order
On the Planned Work Order, the FCA view menu items are moved to the Planned
Improvement feature.
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
CUSTOMER SERVICE
Email Template
Status Email Setup is added to the Customer Request Status. Like Status Email
Setups for Work Order and Phase, an email template may now be triggered based upon
the setup of a Customer Request Status. The Customer Request Status email setup
screen facilitates the use of emails from within the system to alert users when a
customer service request attains a specified status. The status email setup is unique to
each phase status. Path: Customer Service > Setup > Customer Request Status >
View: Select > Status Email Setup. (Internal Work Order 081006-009075)
Customer Service Request Status Email Setup
CONTRACT ADMINISTRATION
Payment Method
Payment Method was moved from the Contract Administration Module Setup Menu to
the Lease Module Setup menu. This action reflects the decreased need to maintain
“Payment Method” data associated with Contracts, but instead the continued need to
maintain Payment Method data with leases, where it had primarily been utilized.
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WHAT’S NEW IN AIM 3.1
ENVIRONMENTAL HEALTH & SAFETY
Continued enhancements to the EH&S Module continue with two container
management features; the Hazardous Container Release and the Hazardous Container
Return.
HAZMAT Container Release
The Hazardous Container Release feature documents the issue of a HAZMAT container
from the storage facility. Container location history is updated upon a container release
and a container return.
Hazardous Container Release
Path: EH&S > Hazardous Container Release (Internal Work Order 090107-009670).
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WHAT’S NEW IN AIM 3.1
HAZMAT Container Return
The Hazardous Container Return feature documents the return of a HAZMAT container
to the storage facility. Container location history is updated upon a container release
and a container return.
Hazardous Container Return
Path: EH&S > Hazardous Container Return (Internal Work Order 090107-009670).
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1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
FINANCE
Work Order Billing is enhanced this release with the addition of a Work Order Billing
Transaction Review feature to improve billing accuracy. A further capitalization /
depreciation management feature added to the finance module is the Rapid Status
Update for Assets. Asset Disposal, although released in an earlier version, is also
introduced.
Work Order Billing
The Work Order Billing Transaction Review is a new feature improving the Work Order
Billing business process. The feature includes a screen to preview items to be billed.
Previously, work orders were billed immediately upon generation.
Now, this screen feature offers an opportunity to review and confirm potential bills
before they are generated as actual billed transactions and posted to the API Table.
Work Order Billing Setup includes the Review flag
The Work Order Billing Setup “Review” flag determines whether or not items appear in
the Review screen or are immediately billed as in previous releases. Evaluate your
billing practice to determine which type and category of work require review and which
transactions may go directly to billing without review.
© 2009 AssetWorks
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WHAT’S NEW IN AIM 3.1
The Work Order Billing Transaction Review screen displays potential Work Order billing
transactions created by the Work Order generator. This new step is inserted as an
intermediate step while processing the Work Order Bill Generator. These transactions
are in a “Pending State” until selected to be posted. This allows for a manual review of
billing.
Work Order Bill Generator (Review Transactions Remaining)
Notice that this WO Bill Generator identified TWO (2) eligible Review Transactions
Remaining. Clicking on these will reveal the Transaction Review screen and
transactions eligible for billing.
New Work Order Billing Transaction Review Screen
Select the transactions to bill and click the Generate icon. Upon returning to the WO Bill
Generator record, notice that the Records Generated value has increased by the
number of transactions reviewed and approved for billing. Path: Finance > Work Order
Bill Generator. (Internal Work Order 080415-007237)
© 2009 AssetWorks
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WHAT’S NEW IN AIM 3.1
Work Order Bill Generator (Records Generated)
Asset Disposal
The Asset Disposal feature, a component of the Risk and Depreciation module,
removes an Asset (or partial asset) from the Asset Inventory. Disposing of the asset
removes the associated depreciation expense and records any gain (or loss) at the time
of disposal.
The Depreciation Books detail of the new Asset Disposal feature identifies those books
associated with the Asset Class of the disposal item. The Depreciation Books display
the accumulated depreciation up to the disposal date, along with the gain (or loss) for
each book. Gain (or loss) is calculated by subtracting the book value of the disposed
portion of the asset from any net proceeds of disposal.
Asset Disposal
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
Rapid Status Update for Assets
The new Rapid Status Update for Assets assists with the fixed asset capitalization /
depreciation functions in the Finance module, allowing a user to update the status of
multiple assets at once. Changing assets from a Pending to an Active status has the
affect of “posting” them, creating depreciation schedules according to information in the
Financial Asset Profile, Asset Class, and Depreciation Book(s). The update functions
similarly to other “Rapid Update” features in AiM.
Assets may be searched and displayed by Asset Type, Asset record ID, and Asset
Status. A proposed future condition, the “New Status” consisting of Asset Type and
Status, is identified and rapidly updates the current state of selected assets. Assets to
be affected may be selected by individual Asset, Asset Type, or the “Select All” option.
Rapid Status Update for Assets
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
HELP SYSTEM
With AiM 3.1 comes the introduction of a database-driven Help System. We listened to
our customers and tried to understand everything our users disliked about the old Help
file and incorporated those ideas into this new Help system. Having the Help stored in
the same database with the rest of the data has many advantages:
1. AssetWorks can easily manage future Help updates via simple SQL scripts.
2. Everything in the Help system is searchable utilizing the very same familiar AiM
search screens. Searchable attributes include Description, Module, and more.
3. Customers can change or "customize" the Help records as easily as they can edit
any other record in the system. Users may access the Help if they have a role with
the “Help View” privilege (Role > Module: System Administration / Group: Help)
4. Users may edit the Help system records if they have a role with the “Help Edit”
privilege. (Role > Module: System Administration / Group: Help)
5. The AiM Application Administrator must determine whether or not to add Help
privileges to existing Roles or create new “Help View” and “Help Edit” Roles.
6. Every screen has a "Help" icon in the toolbar that quickly links the user to the
appropriate context sensitive Help record for the screen they are viewing.
7. Help records are "linked" to other Help records via a "Related Screens" feature at
the header level and the "Learn More" feature at the detail. This allows a user to
browse the Help to fully understand the relationships of each screen and concept.
8. Standard Operating Procedure (SOP) documents may be linked to every Help
record to further enhance its usefulness to our customers.
9. Navigation Help is included and an image can be associated to the main Help menu.
10. Reference the installation guide for more details regarding setup and activation.
New Help example: Administrator Messages
The AiM 3.1 release contains Help content for the "Core License" modules. Future
releases will add content to the optional modules, add more "Learn More" links, and
further enhance the capabilities of the Help system itself. Any feedback on this new
system is welcomed by AssetWorks Customer Support.
© 2009 AssetWorks
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WHAT’S NEW IN AIM 3.1
HUMAN RESOURCES
Training Course now includes Equipment Group and two screens experienced a menu
move.
Training Course
Both of the Training Course Attendance and Schedule screens are now in the HR Main
menu instead of the HR Setup menu. Equipment Groups are now also associated with
Training Courses so that work performed on equipment belonging to a specific
equipment group could require a specific training course. The Hard Error “Yes” setting
will prevent a Shop Person from being assigned to perform work on items in that
equipment group. Similarly, the Shop Person cannot be identified as the “Release To”
party on a Counter Release or Equipment Rental of an item in the equipment group.
The Hard Error “No” setting will display a warning message, yet allow the transaction
(phase, counter release, or equipment rental).
New Equipment Group on the Training Course
The Training Course record is also noted in the Employee Profile record View: Select
Menu under “Training” to indicate employee equipment certifications (Internal Work
Order 090107-009671).
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WHAT’S NEW IN AIM 3.1
Asset Activity
The Asset Activity feature has moved from the Asset Management Setup menu to the
Human Resources setup menu. There are no functional changes to the Asset Activity.
Although this feature does impact assets, it more closely affects departments and
organizations (also in the HR setup menu). Asset Activity identifies an optional
grouping of departments by activity, function, or program. Path: Human Resources >
Setup Menu > Asset Activity
PREVENTIVE MAINTENANCE
Performance enhancements were made to the Preventive Maintenance module to
improve database operations. Other enhancements affecting PM are new PM Template
Account Setup (See Work Management) and the Equipment Meter is relocated to Asset
Management.
Performance Enhancements
General performance enhancements were made to the Preventive Maintenance module
and PM Generator optimizing the code for improved database selection operations.
© 2009 AssetWorks
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WHAT’S NEW IN AIM 3.1
PURCHASING
Purchase Orders may now be created according to a PO Type in order to implement a
PO business practice for variety of purchase orders. Spot Purchase Status now
replaces the old “Ready to Disburse” feature granting more capabilities to processing
Spot Purchases.
Purchase Order
Version 3.1 offers an additional management capability when creating Purchase Orders.
PO Status codes may now be defined by the PO Type. For instance, certain PO Types
may now have specific PO status workflows instead of all PO types limited to one PO
status sequence. This change will accommodate different PO process flows controlled
by the PO Type. (Internal Work Order 080621-007786)
PO Status now includes PO Type reference
The 3.1 upgrade will populate existing PO status for each PO Type in your database.
For instance, if you have 4 statuses for 2 PO Types, you will then have a total of 8
statuses after the upgrade. Review these new PO statuses to confirm they are
consistent with your business practices.
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WHAT’S NEW IN AIM 3.1
Spot Purchase Status
Spot Purchase Status was created to give the Spot Purchase additional features. You’ll
notice that the Purchasing Setup Menu now contains a Spot Purchase Status screen
option. On the Spot Purchase record, the “Ready to Disburse” is replaced by “Status”.
This screen is consistent with other system status screens including Workflow and
Roles.
The Spot Purchase Status flag values are Open, Closed, Canceled, and Finalized.
Open indicates the Spot Purchase is being prepared. The Spot Purchase Closed status
is activated after the purchase is processed through disbursement. Canceled indicates
the Spot Purchase transaction is cancelled. Finalized indicates what had been known
as “Ready to Disburse”. Existing Spot Purchases at Ready to Disburse “No” will convert
to “Open”. Existing Spot Purchases at Ready to Disburse “Yes” will convert to
“Finalized”. New sequences (i.e., 10, 20, 30, and 40) will also be assigned to the new
statuses.
The new Spot Purchase Status (and Status Flag values)
When a user creates a spot purchase, and then disburses it, they may reverse the
disbursement and edit this spot purchase but they cannot make any changes or cancel
it. (Internal Work Order 081120-009473)
© 2009 AssetWorks
1777 N. E. Loop 410, Suite 1250, San Antonio, Texas 78217
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WHAT’S NEW IN AIM 3.1
SYSTEM ADMINISTRATION
Changes to the System Administration module include Status Email Setup, Fiscal Year
End Date, and Role Security Filters.
Fiscal Year End
The Fiscal Year End date, originally implemented with 3.0 SP3, is found on the System
Setup screen. This full date (MMMDD, YYYY) supports the precise calculation of
depreciation schedules.
Roles (Security Filter)
The Role feature now includes the capability to assign a Security Filter to a Role.
Security Filters are SQL script statements applied to a user (and now to a role) which
limit views to what the script allows. For instance, Maintenance Team ONE may have a
security filter preventing their access to work orders and properties assigned to the
Maintenance Team TWO’s area of responsibility. Previously, Security Filters were only
assignable at the User Security record. This enhancement allows for security filters to
be applied and administered on a larger scale. Security Filters may still be applied to
individuals through the User Security feature. In the event that a Security Filter is in
effect for both a User Security record and a Role, the User Security record takes
precedence. Path: System Administration > Setup > Role > View: Select Menu.
(Internal Work Order 090122-009850)
Role now includes a Security Filter
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