Functional Description

The University of Connecticut’s (UConn’s) Facilities Operations and Building Services (FOBS) organization selected AiM, an Integrated Workplace Management Solution (IWMS) provided by AssetWorks, as the software to manage Operations and Maintenance (O&M).  In addition to utilizing the AiM software, UConn also decided to execute the hosted solution offered out of their Wayne, PA data center. In order to accurately track costs, perform maintenance, route work, etc. AiM needs to include all purchase orders associated with work orders that are managed by FOBS.

Currently, the System of Record (SOR) for UConn’s Purchase Order Credit Memos is Kuali Financial System.

Impact

This function will allow purchase order credit memo data to be entered in the Financial SOR by the department charged with keeping that data accurate and up to date.  The data will be pulled in near real-time to the O&M software.  This makes sure the financial control process is followed properly, funds are allocated and managed and encumbrances are reflected while properly associating costs with the work done.

User Story

System of Record (SoR)

Purchase Orders credit memos are generated in KFS once a credit memo is receivied.  An example an Purchase Order credit memo record from KFS is shown here:

 

 

Integration Point(s) for SoR Data

Once a PO is created and the Purchase Order Doc Status is “OPEN” the PO should be created in AiM.

Once the PO is invoiced and paid in full, the Purchase Order Doc Status is “CLOSED” in KFS.  This should be pushed/pulled to the corresponding AiM PO.

AiM Representation of Data

 

Assumptions

Roles

Role Name	Description	Example from current team(s)
Accounts Payable?	Individual(s) responsible for data currency of Invoices
Assistant Director of Finance and Budget Facilities Operations & Building Services	Individual(s) responsible for overseeing the financial responsibilities of FOBS	Tammie C
Application Administrator	Individual(s) responsible for overseeing the proper operation of AiM	Cheli D
Integration Developer	Individual(s) responsible for implementing and maintaining the integration	Ying Hu

Data Mapping

Account Level Mapping (update/insert)

KFS Table	KFS Field	UCONN API Method	XML	AiM Web Service	AiM Web Service Tag	AiM Table	AiM Field

Object Code Level Value Mappings

AiM Account Status Values
Status	Description	Status Flag

 

AiM Subcode Types
Type	Description

Documents (Transactional, Maintenance, Search/Inquiry Screens)

AiM Web Service to find a subcode	Sample result

To update an account call

AiM Web Service to Update a Subcode	Sample result

Requirements

Frequency

The Object Code Integration will run once daily.  ??? am is the desired time

Soft Errors/Warnings/Notifications and reporting

Certain conditions will be defined that will allow for the insertion, update or inactivation of properties and/or their attributes in AiM, but they will generate notification reports

Condition	Action to be performed

Hard Errors and reporting

Condition	Action to be performed

Pre-defined Types and Values

Design Options

Java Broker
Pentaho ETL
Data Stage ETL