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 Invoices is Kuali Financial System.
Impact
This function will allow purchase order invoice 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 invoices are generated in KFS once a purchase invoice is receivied. An example an Purchase Order Invoice 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