AiM Integrations – Purchase Order

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 Orders is Kuali Financial System.

Impact

This function will allow purchase order 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 are generated in KFS once a purchase requisition is approved.  An example an Purchase Order record from KFS is shown here:

Integration Point(s) for SoR Data

KFS Purchase Orders are represented in AiM as either AiM Purchase orders or AiM Service Contracts.

KFS PO Types that become AiM Purchase Orders KFS PO Types that become AiM Service Contracts
 CN, CR, CW, DM, FN, FR, LO, MA, MB, MQ, PR, PS, PT, PW, RO, SL, TA, VR BO, OP, OT, SM, SO, UC

If KFS sends a Type corresponding to an AiM Purchase Order, either a new Purchase Order will be created with the status “ORIGINAL”, or, if the corresponding PO already exists, a KFS_DUPE note will be created on the existing AiM PO record.

If KFS sends a Type corresponding to an AiM Service Contract, either a new Service Contract will be created with the status “AWARDED” or, if the corresponding Service Contract already exists, a Service Contract Change Order will be created and properly associated with the original Service Contract.

 

AiM Representation of Data

Purchase Request Status Change

Purchase Order

Assumptions

Roles

Role Name Description Example from current team(s)
Chart of Accounts from Controller Individual(s) responsible for data currency of Object Codes at the Budget Office
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