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AiM - Intelligence in Asset Management

Office of Facilities

AiM, (intelligence within asset management) is an Asset Works product used by the Office of Facilities to maintain building, property, maintenance, and mechanical asset data on the UNCW campus. Please contact aimsysadmin@uncw.edu for additional information and guidance related to AiM.

Click Here to Launch AiM

How it Works

For campus users, the most significant function is customer requests – work that you need done by Physical Plant.

The AiM Customer Request follows the following process flow:

  1. Customer submits a Customer Request.
  2. Work Control reviews the request, and, if approved, creates a Work Order.
  3. Shops needed to satisfy a Work Order are identified and a Work Order Phase is created for each shop needed.
  4. A shop responds to their phase, and once work is completed, marks the phase as work complete.
  5. Once all phases are marked as work complete, the billing and closeout process begins for the work order. (Charges will feed to your banner account and reference reports are available to departments for informational and reconciliation purposes.)

View our Customer Request Guide for more information

 

Example of Non-Billable vs Billable Work Orders for Academic Buildings

Submit an AiM Customer Request with the Problem Code “ELECTRICAL”

Non-Billable:

  • Exterior & Interior Building lighting
  • Repair circuit breakers
  • Repair outlets / lighting
  • Building power distribution
  • Power bump

Billable:

  • Department requested electrical or lighting modifications and upgrades
  • Special events
  • Bucket truck use
  • Clocks (replace battery)
  • Any work performed on department owned equipment

Submit an AiM Customer Request with the Problem Code “FIRE ALARM”

Non-Billable:

  • Fire Alarms
  • Fire Sprinklers
  • Security Alarms (Burglar Alarms)
  • Smoke Detectors

Billable:

  • Special Events
  • Any work performed on department owned equipment

Submit an AiM Customer Request with the Problem Code “FOOD SERVICES”

Non-Billable:

  • None

Billable:

  • All services

Submit an AiM Customer Request with the Problem Code “CARPENTRY”, “PAINTING”,  “POWER WASHING”, or "ROOFING".

Non-Billable:

  • Carpentry
    • Bees / wasps over 8ft 
    • Ceiling tile replacement 
    • Dispenser Repairs (paper towel, soap, toilet paper etc.) 
    • Graffiti removal 
  • Power Washing  
    • Routine Pressure Washing 
  • Painting 
    • Touch up paint / patching common areas – per schedule 
  • Roofing  
    • Repairing/replacing shingles 
    • Leaks  
    • Gutter/downspout issues 

Billable:

  • Carpentry 
    • Wall hangings (pictures, whiteboards, TV’s etc.) 
    • Office furniture (dismantle, setup, etc.) 
    • Window treatments 
  • Power Washing 
    • Window washing (outside) 
    • Department requested pressure washing – event related 
  • Painting 
    • General painting 
    • Touch up paint / patch personal spaces (offices) 
  • Special events 
  • Any work performed on department owned equipment 

 

Submit an AiM Customer Request with the Problem Code “HOUSEKEEPING”

Non-Billable:

  • Vacuuming carpets 
  • Dusting offices 
  • Interior window cleaning 
  • Refilling paper and soap dispensers 
  • Trash pickup on scheduled days 
  • Carpet cleaning (common areas) 
  • Requesting new recycling bins 

Billable:

  • Carpet cleaning, extractions (offices or entire floors) 
  • Floor waxing (more than annually) 
  • Pressure washing tile floors 
  • Floor scrubbing 
  • Requesting new trash can(s) for offices 
  • Services outside of scheduled frequency, i.e., trash pickup 
  • Outside window cleaning done by General Maintenance 
  • Event clean up 
  • Special Events 
  • Extra trash cans for events.  
    • Inside is Housekeeping 
    • Outside is Landscaping 

Submit an AiM Customer Request with the Problem Code “HVAC”

Non-Billable:

  • Air balancing, ventilation
  • Heating and cooling systems 
  • Maintaining campus standard room and building temperatures (70-74°F). 
  • Fume hoods and Exhaust Systems 
  • Indoor Air Quality 

Billable:

  • Temperature adjustments for special events
  • Removal of freon from appliances. 
  • Special Events 
  • Any work performed on department owned equipment 

Submit an AiM Customer Request with the Problem Code “HVAC CONTROLS”

Non-Billable:

  • Maintaining campus standard room and building temperatures (70-74°F). 

Billable:

  • Special Events 
  • Any work performed on department owned equipment 

Submit an AiM Customer Request with the Problem Code “LANDSCAPING”

Non-Billable:

  • Bees / wasps under 8ft 
  • Pruning 
  • Irrigation 
  • Sink holes 

Billable:

  • Memorial trees 
  • Special landscaping request 
  • Repairs from project or event damage 
  • Special Events 
  • Extra trash cans for events.  
    • Outside is Landscaping 
    • Inside is Housekeeping 

Submit an AiM Customer Request with the Problem Code "LOCKSMITH" or “ACCESSMGMT”.

Non-Billable:

  • Locksmith 
    • Nonfunctioning locks 
    • Doors not securing 
    • Door Hardware Maintenance  
  • Accessmgmt 
    • Access Requests 
    • Schedule Changes 
    • Maintenance of Electronic Access Control Doors and Cameras 

Billable:

  • Locksmith 
    • Key Requests 
    • Re-keys / Lost Keys 
    • Lockbox Installation / maintenance 
  • Accessmgmt 
    • Annual Reader and Camera Charges 
    • Installation of Electronic Access Control Doors (panels) and Cameras 
  • Special Events  
  • Any work performed on department owned equipment 

Submit an AiM Customer Request with the Problem Code “PLUMBING”

Non-Billable:

  • Repair water fountains
  • Turn decorative fountains on/off
  • Repair showers, toilets, faucets
  • Natural Gas Systems
  • Water Leaks

Billable:

  • Specialty water filtration systems
  • Special Events
  • Any work performed on department owned equipment
Reach out to Ellen Boyd at boyde@uncw.edu 

AiM User Guides

The following user guides are provided to campus personnel to help with learning to navigate AiM. Each guide provides different information based on the specific user group. For more information of questions, please reach out to aimsysadmin@uncw.edu.

AiM Overview and Navigation guide

The purpose of this user guide is to familiarize all AiM users with the basic functionality of AiM. This user guide covers the main AiM screens, icons, and search processes that are applicable to all users.

AiM Shop Person User Guide

The purpose of this user guide is to help Shop Personnel navigate typical tasks in AiM. This guide covers the following tasks: timecards (creating, editing, deleting, time types), generating pick tickets, and adding shop stock.

AiM Shop Supervisor User Guide

The purpose of this user guide is instruct Shop Supervisors manage their shop activities in AiM. This guide covers the following tasks: receiving and searching for new work orders, assigning work order to shop personnel, time card adjustments, and providing customer estimates. 

Processes in AiM

Access Requests

Access Requests begin as an AiM customer request. AiM creates a work order tracking system which is queue based , allowing for easier work management from beginning to end. Customers can see the status of their requests and view technician notes as the work order flows through the system. 

Facilities Store Inventory

AiM tracks 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

Special Projects are tracked within AiM, allowing for a common resource to track project progression and expenditures. 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

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.

What about the DATA

AiM contains a vast amount of data centering around the various tasks the Office of Facilities manages. Below are a few examples:
  • Assets - Equipment owned and maintained by the University. Work orders are often associated with assets, which helps technicians identify the equipment at fault. This also helps predict equipment more prone to failure so it can be replaced. 
  • Property Information - Information regarding University buildings, locations, and rooms. This allows for the exact location of work, or assets, to be pinpointed.
  • Inventory - Common parts needed for equipment repair. These parts are maintained onsite by the facilities store and alleviates the need to source material from third party vendors when a repair is ordered. 

 

Upcoming Improvements

Energy Management System

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.

Improved Customer Request Experience

Facilities recently purchase an AiM module, ReADY, dedicated to improving the customer request and workflow experience. ReADY provides a more user friendly interface for customers and helps to streamline and standardize the customer request process. 

Contact The Office Of Facilities

Office of Facilities

Phone: 910.962.3101
Fax: 910.962.4185

5150 Lionfish Drive
Wilmington, NC 28403-5620

Standard Business Hours:

Monday-Friday, 8:00 AM - 5:00 PM

UNCW Office of Facilities Homepage