Maintain Shop Data

 Standard Operating Procedures

Maintain Shop Data

PURPOSE:

shop is a grouping of people (technicians) that accomplish work and track the work in AiM.

 

Shops have 6 principal sets of data:

General Information Identifies the unique shop identification code consisting of 25 alphanumeric characters and an optional shop description.
Labor rates Defines which time type/labor class and charge rate combinations will be available for the employee to use with time entry.
Account Setup Defines specific accounts and the distribution of charges to accounts at the work order level. The distribution is applied to phases through the enforce distribution selection. The default offset is the shop account.
Shop Membership At least one employee needs to be assigned to a shop in order to save the shop record. An employee must be a shop person and be assigned to a shop in order to record time against a work order/phase. An employee can be assigned to a shop for a specific date range using the date range fields. When the date range is exceeded, the employee is no longer active in the shop.
Timecard Approvers Are those managers and supervisors who may approve a shop employee’s timecard. This is a required step to post time and subsequent labor cost to a work order/phase.
Shop Stock Approvers Are those managers and supervisors who may approve the use of shop stock for a work order/phase. This is a required step to post shop stock charges to a work order/phase.

 

For Shop transfer instructions, click here.

 

 

PROCEDURE:

 

Adding a new Shop:

1. Navigate there by clicking on the Human Resources link on the Menu of the main WorkDesk
2. Click the  link the access the existing  Shop functions.   To see the list of shops click the    button on the top ribbon
3. Click on the link corresponding to the name of the shop that needs updating
Each shop is initially defined by some general information shown here to include:

 

  • a. Short Name
  • b. Long Description
  • c. Supervisor name
4. On this Shop screen is where the employees assigned to that shop are defined.  To add or remove employees click the    button on the top ribbon
5. Once in edit mode, an button appears above the Shop Person list.  Click this button. On the Shop Person screen enter the NetID of the employee to add to this shop and click the  to execute a lookup for the name and confirm this employee exists in AiM.  If there are no more employees to associate with the shop click the  button, otherwise click the  button  
After clicking the Done button, the system returns to the main Shop Screen.  Click   to save/update the record

Return to top page

 

Setting up Shop accounts:

 

1. On the Shop screen, click Edit and click Account setup link (left panel)
2. Click Add button to configure Charge Accounts
3. Fill out all the mandatory fields:

 

a. Account

b. Subcode

c. Subledger

 

Click Done to return to previous screen

4. Click Add blue button to configure Offset Accounts 
5. Fill out all the mandatory fields:

 

a. Account

b. Subcode

c. Subledger

 

Click Done to return to previous screen

6. Click Done again to return to the Shop screen
7. Click Save to save the configuration

 

Return to top page

 

Entering Labor Rates:

 

1. On the Shop screen, click Edit and click Labor Rates link (left panel)
2. Click Add button to add Labor Rates  
3. Fill out the mandatory fields:

 

a. Time type: Regular

b. Labor Class: Regular

c. Labor Rate: (Ex. 57.00)

 

Click Done to return to previous screen

4. Repeat step #3 and add Labor Rate for Overtime
5. Click Done to return to the Shop screen and click Save to save the configuration

Return to top page

 

Adding Time Card Approvers:

 

1. On the Shop screen, click Edit blue button
2. Click Time Card Approvers link on the View Menu
3. Click Load blue button to add Timecard approvers (roles) for this shop
4. Select the Timecard Approvers (roles) for this specific Shop, then click Done button
5. Verify the Approvers list is correct and click Done button once again to return to Shop screen
6. Click Save to save the shop configuration

Return to top page

 

Adding External Change Approvers:

 

1. On the Shop screen, click Edit and click External Charge Approvers link (left panel)
2. Click Load button to add External Approvers (roles). Then click Done to return to the Shop screen

 

3. Click Save to save the record

Return to top page

 

Adding Shop Stock Approvers:

 

1. On the Shop screen, click Edit and click Shop Stock Approvers link (left panel)  
2. Click Load button to add Shop Stock Approvers (roles). Then click Done to return to the Shop screen

 

3. Click Save to save the record

 


ROLES USED:

 

1. HR Supervisor: [TODO:FOBS define refine rules here]

2. The System Administrator is responsible for managing and overseeing the Human Resources module its configuration and functionality.

 

Return to Human Resources Module SOP