AiM – Integration Technical Specifications: Purchase Order Invoice

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.


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


Purchase Order Invoice in AiM

AiM Purchase Order Invoice Line



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



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