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
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