SOP – Project Management 

The instructions here are designed for individuals who are familiar with the AIM Environment. This includes logging in to AIM, WorkDesk, icons, menus, search screens, working with data, and entry screens. If you are new to AiM please refer to the documentation explaining these foundational AiM concepts or go to your supervisor and request training. 

As is common in the industry, Projects are defined using various criteria which might include:

• Size or duration of work

• Cost of work

• Funding source

• Desired outcome of work

• Contract type

• Etc.

Some known FOBS Projects include Academic Renovation Projects, “FO” Capital Projects,  Infrastructure and Maintenance Fee Projects, Plant Fund Projects, Energy Conservation Projects.  Each project has accounting information. The cost of projects are tracked via work order(s) with any associated phase funding methods set to “project” if the costs should be tracked using the project accounts.  AiM supports having work orders tracking time, materials and contracts outside of the project accounts on phases separate from those that are Project Funded.

In most cases, Project Groups are also utilized to get a programmatic view of FO efforts.

At the University of Connecticut projects are initiated by completing a Facilities Operations Project Intake form:

Maintenance Project Management in AiM

Once an approved Project is received follow the steps here to mange it in AiM:

• Create a project
• Create a work order within a project
• Create additional Academic Renovations work orders to support billing processes
• Create a work order to track the project schedule
• Create a work order to track cost estimates for the project
• Maintaining Project Information
• Maintaining Project Financials
  • Purchase Orders & Purchase Order Invoices
  • Service Contracts & Service Contract Invoices
  • Contract Labor
  • Labor Approval
  • External Charges (e.g. ProCard, Mansfield Supply, Shop Stock, FO Work, etc.)
  • External Charge Approval
• Project Close-Out
• Project Reports
  • Project Summary
  • Project Detail
  • Project Labor Detail
  • Project Sign in Sheet
  • Project Schedule
  • Project Letter to Proceed
• Program Reports
  • Program List
• Document Management for Projects

Supporting Objects Found in Other Modules

• Purchase Orders & Purchase Order Invoices
• Service Contracts & Service Contract Invoices
• Time and Attendance
• External Charges

System Admin/IT functions of the Project Management Module

• User Defined Fields for Projects
• Specialized Notes Types for Projects
• Project Groups: Project Groups are also utilized to get a programmatic view of FOBS efforts