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What's New In AiM™ 5.0

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What's New in AiM 5.0

February 2011



Contents

NEW CONTENT MANAGEMENT SYSTEM REPLACES DOCUMENT REPOSITORY..............3

VIEWFINDER FEATURE ............................................................................................................7

NEW CAPITAL PLANNING AND PROJECT MANAGEMENT (CPPM) MODULE .....................8

NEW MOVE ORDER SCREEN IN SPACE MANAGEMENT MODULE ......................................9

MATERIALIZED VIEWS OF COSTS ........................................................................................10



New Content Management System Replaces Document Repository The 5.0 content management system is a complete overhaul of the document repository in previous versions of AiM. The new system uses a widely accepted content management interoperability standard (CMIS), taking advantage of a set of industry best practices, design recommendations and features to provide robust and user-satisfying functionality. Key functionality includes the ability to version files using check in/check out protocols and to manage the repository for privileges, quick search (based on file types to speed this process) and file linking capability similar to the previous document repository feature. As with the old document repository, the new content management system handles any internet compatible digital content, such as documents, multimedia files like audio or video files, and can additionally manage any file type which follows a content lifecycle.

The Document Profile screen in the System Administration module has fields for the size, type, name, and other characteristics of the file that is stored in an accessible document directory. Permission to access and/or use the file is by role.

Click new to open a Choose File window and select the file from your local file system. Click Open to select the file to upload.



Click the green flag to return to the Document Profile screen and then specify a title for the file and select a type. Click save.

In addition to the basic fields you may also specify one or more comma separated keywords in the “tags” field, a long description (pull down the more menu’s extra description option), document attributes (again pull down the more menu) and one or more roles to restrict user access.

The user may choose to update the document profile data (called meta-data), the file itself, or both.

Update meta-data only

The document title, tags, extra description, attributes, and access control list can be modified. To modify, click edit and change the fields as required. When you’re done, click save.

Update file

In order to change a file it must first be checked out. Click the Checkout button and select the green checkmark. The document state will change to Checked Out and the username is shown in the Checked Out By field. Checking out a document prevents the document from modification by others and creates a private copy of the document on the server.



When the modified file is ready to check in, retrieve the Document Profile and click the Check In icon. The Choose File window will appear for selection of the file to check in.

The user will specify whether the new version is a major or minor update. Major updates increment the version number to the left of the decimal while minor updates increment the right. Enter your comments; e.g., “added estimated costs”, and click the green flag. After saving the versioned document, the user can pull down the view menu and select the version history option. All previous versions of a file remain and can be accessed. The user can click the previous version to retrieve that file.

Deleting a document

A document, and all its versions, can be deleted by clicking the Delete button found on the Document Profile screen. To successfully delete a document it must not be related to an AiM record (via the related document screen) and the user must possess the requisite privileges.

Setup Screen: Document Type

The document type screen is used to define classes of documents, such as CAD drawings, Images, and Contracts, and to associate type-specific attributes. Types provide two key benefits: 1) they help users create detailed criteria to speed searches through the repository and 2) they enable users to add specific similar attributes to documents for grouping. The type is similar in purpose to the old document repository document flag. A good example of this is the document type of email, which has attributes of From, To, and Subject defined for it. So the user can expect that a document of type email will contain the to, from, subject attribute fields to ease the search for a specific email.



MIME Types

A document’s MIME (Multipurpose Internet Mail Extension) type is used by the client browser to determine which program to launch to view a downloaded file. For example, a file with the MIME type “application/pdf” will most often launch Adobe Acrobat.

MIME types are associated with a document during upload by simply matching a document’s file name extension; e.g., “.pdf” with a mime type defined in AiM via the MIME Type Setup screen.



Viewfinder Feature The Viewfinder connects the user to any transaction associated to a particular record and is currently available for the following screens:

CAPITAL PROJECT and CAPITAL PROJECT COMPONENT screens in the CPPM Module WORK ORDER and PHASE screens in the Work Management Module PROPERTY and LOCATION screens in the Property Module MASTER ASSET PROFILE in the Asset Management Module VEHICLE ASSET PROFILE in the Motor Pool Module CONDITION ASSESSMENT ASSET PROFILE screen in the Condition Assessment Module FINANCIAL ASSET and RISK ASSET screens in the Financial Asset and Risk Management Module

The Icon is shown below. This powerful feature offers the user quick review/view capabilities to help with decision support.



New Capital Planning and Project Management (CPPM) Module The Capital Project screen is the main source of information on a project. Many systems provide visibility to a Capital Project from an accounting or construction contract perspective, but this screen is intended to be a view of the project as a whole from an owner or project manager’s perspective. This screen allows a project to be managed based on how the work needs to be organized instead of how accounting, funding or 3rd party vendors wish to track it. A Capital Project can be broken down into Component Groups and Components. A project component is a user-defined portion of a project that is specifically set up to have dates, people, activities and costs tracked separately for management, financial or reporting purposes. Often these Components are currently tracked in spreadsheets or other manual subsidiary systems, but are ultimately the main source of information for project management decision-making. These Components can then be grouped together into a Component Group to further enhance the management of a project. The CPPM Module User Guide is included on the AiM Version 5.0 SP1 CD.



New Move Order Screen in Space Management Module

The Move Order is the mechanism for creating a move of people, assets or a combination from one location to another. Different types of moves can be defined for grouping and reporting. The Move Order can link to a Work Management module work order/phase. When the Move Order is then placed in a finalized status, it is possible to view it in the work order phase view menu. The details that can be linked to a Move Order are employees and/or Assets. A move can be people only, assets only, or a combination of both people and assets. If assets are associated to an individual, they will automatically be added to the move order, but can be removed if desired.



Materialized Views of Costs

This new feature enables quick searching and display of aggregate sums on costs for the records that have a Cost Analysis screen in the view menu. This affects the work order, phase, project, capital project and funding source screens in the Work Management, Project Management, CPPM module and Finance module, respectively. The search screen will have these fields available for entering criteria and retrieving records based on the criteria. New operators (ex: > column, < column) allow you to actually compare cost column values in your search query. These fields are also available for display on the query result set (browse) screen. In the example below, the user selected the work order estimated and actual costs where Estimated Total > 0 and Actual Total > Estimated Total…

…The estimated and actual costs are then displayed in the result set listed on the browse screen:

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