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 the current space data that accurately represents UConn @ Storrs as well as five of the regional campuses whose O&M functions are managed by FOBS.

Currently, the System of Record (SOR) for UConn’s Financial Object Codes is Kuali Financial System.

Impact

This function will allow Object Code 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 periodically pulled to the O&M software.  This reduces the need for double entry of data and facilitates standardization of planning, operations and reporting across different university organizations and systems.

User Story

System of Record (SoR)

Object Code data is maintained in KFS.  An example an Object Code record from KFS is shown here:

Integration Point(s) for SoR Data

Object Codes starting with 4,5,6,7,8  will be kept up to date in AiM from KFS

AiM Representation of Data

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	Keethi C & Linda J

Data Mapping

Account Level Mapping (update/insert)

note:

filter =

• univ_fiscal_yr = 2018 (changed each year)
• fin_coa_cd = UC (chart code)

KFS Table	KFS Field	UCONN API Method	XML	AiM Web Service	AiM Web Service Tag	AiM Table	AiM Field
ca_object_code_T	fin_object_cd					ae_x_sub_e	sub_code
ca_object_code_T	fin_obj_cd_nm					ae_x_sub_e	description
ca_object_code_T	fin_obj_active_cd					ae_x_sub_e	active

Object Code Level Value Mappings

AiM Account Status Values
Status	Description	Status Flag

 

AiM Subcode Types
Type	Description
Y

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