Sharon Baucom, Facilities Administration
August 14, 2015
AiM, "intelligence within asset management”, is an Asset Works product used by Facilities to maintain building, property, maintenance and mechanical asset data.
AiM collects purchasing transactions (materials, contracted services, and labor) for work orders and special projects through an interface between Asset Works & SciQuest (uShop).
For campus users the most significant function is customer requests – work that you need done by Physical Plant. By entering your need and departmental information into a Customer Request in AiM a work order is created and an automated email responds to inform you of the Work Order number and assignment to the appropriate shop. When the shop finishes the work, a third automated email is sent indicating work is complete. If the cost is billable to the department the billing and closeout process begins and the charges will feed to your Banner fund & account. Reference reports are available to departments for informational and reconciliation purposes.
Moving & Recycling requests are initiated in AiM via a Customer Request and routed to the appropriate Business Services department by Facilities Administration Work Control staff.
AiM is also used to track inventory in Facilities Store – a supplies warehouse for Physical Plant. Repair parts and supplies are kept on-hand for ease of use by the shops. There are a limited number of items that can be purchased by other university departments such as hurricane supplies.
Special Projects are tracked in AiM. The process is currently under construction for streamlining the steps that are behind the scenes. The goal is to incorporate all participation into AiM from planning to final close-out with a user-friendly tracking mechanism for project managers and campus customers.
Space Management in AiM is home to campus physical space resources. The core data such as property, location, mapping, design and specs is maintained by Facilities. The Office of Space Planning and Management in Academic Affairs uses the core data to maintain space availability and usage assignment.
EMS – Energy Management System - will soon be implemented. For the campus, the Utility portion of this software will allow us to replace the current manual process with a more accurate and automated process for data collection, utility usage and billing. Another level of EMS includes high tech campus-wide metering for electric, gas and water measurement which Facilities has been installing and monitoring for several years. Soon the connectivity will render even more automation in readings, measurement, energy savings and reporting data.