AiM 8.6.1 Reference Guide

How to Create a Quick Work Order - Shop

Step 1

  • From your AiMWorkDesk, click on Work Management

Step 2

  • Click on the “New” ( )icon next to “Quick Work Order”

Step 3

  • The boxes highlighted in red are required fields.
  • Description
  • Requestor
  • Contact
  • Contact Phone
  • Region
  • Facility
  • Property
  • Status
  • Type
  • Category

Step 4

  • Enter the description of the work in the top left hand corner box.
  • Note: You are never to change the Work Order number.


Step 5

Requestor/Organization Field

  • In the “Requestor” field, key in any part of the department’s title and click on the magnifying button
  • Select the department

  • If you know the department’s 3 digit organization code, key it into the “Organization” field and click on the magnifying button. This will auto populate the “requestor” field.
  • Note: If you make an error in selecting the department
  • Clear out the “Requestor” and “Organization” fields
  • Click on the “Dave” button (you will receive an error message)
  • In the “Requestor” field, key in the department title and click on the magnifying glass
  • Type in the information for contact, and contact phone.
  • If you are creating this work request for a client, key in the client’s information

Step 6

Region/Facility/Property

  • If you know the “Property” number you can type it in the “Property” field and hit the magnifying glass.This will auto populate the “Region” and “Facility” field.

  • You can also search through “Region” by selecting the magnifying glass.
  • Click on VCU
  • Select the “Facility”
  • Select the “Property”

Step 7

Type/Category

  • Click on the magnifying glass within the “Type” field
  • Note: This will self-populate for zones
  • Select from the following types: Administrative, Improvements, or Services
  • Select a category

(Note: The top right box highlighted red for “Status” will fill in automatically when you fill in the “Type” and “category”)

Step 8

Status

  • Auto populates as “New” for phase. QuikFM customer work request will always be in “New” status. Departments are responsible for updating this status.
  • If you need to update the status from “New”, search by clicking the magnifying glass.
  • Select the phase status update

Step 9

Funding Method/Work Code Group/Work Code

Funding Method:Shop = shop account is charged for maintenance related work

Custom = reimbursable work – buildings (Housing), customers

(Athletics), and/or shops (General Services, Lockshop). Update

“Account Setup” is required

Funding Method: Shop / Work Code

Shop is auto populated

  • In the “Work Code Group” field, type in the trade/service
  • Click on the “Work Code” magnifying button. Work Code Group will auto populate
  • Select the “Work Code” for this request

Or you can search Work Code

  • Click on the “Work Code” magnifying button
  • Click on the “Search” button
  • Type in the “Description” field (example toile)
  • Click on “Execute”
  • Click on the “Work Code” that fits the client’s request

Step 10

Shop/Priority

The “Shop” defaults to your Department. This needs to be changed to the shop who is performing the work/services.

  • Click on the magnifying button to change the shop
  • Click on the “Shop” name that will be performing the work/services
  • Click on the “Priority” magnifying button
  • Click on the priority (Deferred, Emergency, Routine, to be scheduled)

Step 11

Asset Tag

Required on vehicles, property, building systems (HVAC, AHU), generators, handicap doors, etc.

  • Select the “Asset”

The following field are not used (don’t enter data)

Step 12

Save

Click the “Save” button

If you need to edit the Work Order and/or add additional phases:

  • Click on the “Work Order” hyperlink
  • Click on the “Edit” button

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