UCONN AiM Standard Operating Proceedures Real Estate Management 27OCT17

ASSETWORKS, INC.
Real Estate Management

PROPERTY AND SPACE MANAGEMENT
REV 13 DECEMBER 2017
AiM™ Standard Operation Proceedures
Table of Contents
Standard Operating Procedure ..................................................................................................................... 4
Terms and Definitions................................................................................................................................... 4
Abbreviations................................................................................................................................................ 4
Business Processes........................................................................................................................................ 5
Property Management Business Processes .................................................................................................. 6
Work Flow Overview: Property Management.......................................................................................... 7
Work Flow: Property New......................................................................................................................... 8
Process: Property New.......................................................................................................................... 9
Work Flow: Property Update .................................................................................................................. 10
Process: Property Update ................................................................................................................... 11
Work Flow: Property Decommission ...................................................................................................... 12
Process: Property Decommission ....................................................................................................... 13
Work Flow: Property Location Management ......................................................................................... 15
Process: Property Location Management........................................................................................... 16
Work Flow: Property Location Asset Management................................................................................ 18
Process: Property Location Asset Management................................................................................. 19
Space Management Business Processes..................................................................................................... 20
Work Flow Overview: Space Management............................................................................................. 21
System Relationships .................................................................................................................................. 22
Human Resources ................................................................................................................................... 22
Property Management............................................................................................................................ 22
Space Management ................................................................................................................................ 22
Lease Management................................................................................................................................. 22
System Configuration.................................................................................................................................. 23
Property Management Values ................................................................................................................ 23
Space Management Values..................................................................................................................... 37
Asset Management Values ..................................................................................................................... 41
System Administration Values ................................................................................................................ 44
System Operation ....................................................................................................................................... 46
Environment ........................................................................................................................................... 46
AssetWorks, Inc. 1777 NE Loop 410, Suite 1250 San Antonio, Texas 78217 Page 2
Administrator Messages Channel ....................................................................................................... 50

Approvals Channel .............................................................................................................................. 50
Chart Report Channel.......................................................................................................................... 51
Content Channel ................................................................................................................................. 51
Daily Assignments Channel ................................................................................................................. 51
External Feed Channel ........................................................................................................................ 51
Image Channel .................................................................................................................................... 51
Personal Query Count Channel........................................................................................................... 51
Personal Query Listing Channel .......................................................................................................... 52
Quick links Channel ............................................................................................................................. 52
Report Listing Channel ........................................................................................................................ 52
Surveys Channel.................................................................................................................................. 52
Quick Search Field............................................................................................................................... 54
The Search Body:................................................................................................................................. 54
Standard Operating Procedure

This Standard Operating Procedure (SOP) document is an overview of the Basic setup and operation of
AiM's™ Real Estate Management Modules. The SOP contains an overview of the following areas:
Business Processes
Systems Configuration
Data Setup
System Operation
Terms and Definitions
IWMS (Intergraded Workplace Management System)

A software platform that helps organizations optimize the use of workplace resources, including
the management of a company's real estate portfolio, infrastructure and facilities assets.
Utilization
Space utilization is a measure of whether and how space is being used. The utilization rate is a function
of a frequency rate and an occupancy rate. The frequency rate measures the proportion of time that
space is used compared to its availability and the occupancy rate measures how full the space is
compared to its capacity. Utilization rates can be assessed in terms of both actual use and predicted use.
Abbreviations
The Below table list common abbreviations. The abbreviations are used throughout this Standard
Operating Procedure document.
Abbreviation Description
TBD-PHASE 2
Business Processes
A Space Management is an important tool for collecting, and reporting the condition and usage of
buildings for decision makers to use in the budgeting and project planning process. The Business Process
is derived from Property Management, Space Management, and Move Management processes for the
Space Management system. The Property hierarchy accounts for the location of the work or occupant.
Space Management accounts for the utilization of spaces. Move Management tracks the mobility of
Occupants and Assets.
Property Management Business Processes

The Property Business Processes are derived from best practices for Property Management. The Property Management Business Process detail
how properties and associated data will be tracked in the system.
Work Flow Overview: Property Management
Figure 1
Work Flow: Property New
Figure 2
Process: Property New

The Property New business process documents how new properties will be added to the IWMS system. There are 2 implementation phases. Phase 1 entails an
interim process to move all current property management activities from their existing system into the new IWMS system. Phase 2 will provide more detail on how
Properties will be managed in the IWMS system. Below outlines the Phase 1 interim Property New process.
Requesting Entity
A new property request can be initiated by any University of Connecticut organization. The request is vetted through the ‘Official’ or
‘Non-official” external business process before being sent to the Space Management group for documenting in the IWMS system.
Space Manager
The Space Manager is responsible for processing all approved requests for the generation of a new property record within AiM ™.
The Space Manager must assign a property number. Once a Property Number has been determined, the Space Manager can add
the new property to AiM™.
The Space Manager must add the property number to the property record. In addition, the Space Manager must add the correct
Region and Facility for the property. If know, the Address must be noted in the Address fields; Street Address, City, State, and Zip.
The Property name must be noted in the description field of the property record. The property floors must be added following the
University of Connecticut Electronic and Plan Submission Requirements document for numbering/naming convention.
The Space Manager is responsible for setting the initial Property Status to PENDING until the property is ready to be used in the
IWMS system. Next, if know, the Space Manager must note if the Property is Owned or Leased under the Financial Information
section of the property record.
Once the property is ready for use in the system, the Space Manager must update the Property Status to ACTIVE.
When the Property is active in the system, the Space Manager must notify the Facility Operations & Building Services organization’s
Asset Manager that the property is ready for use.
If necessary, locations are added via the Location Management business process.
The Space Manager is responsible for the input of detailed information into the IWMS AiM ™ System. The Space Manager is also
responsible for maintaining accurate data, which must be updated routinely.
Asset Manager
The FOBS Asset Manager is responsible for generating all Property and “Non-Location” assets in the IWMS system. Once the
notice to proceed is given by the Space Manager, the Asset Manager can proceed with adding assets to the Property following their
New Asset business process.
Work Flow: Property Update
Figure 3
Process: Property Update

The Property Update business process documents how properties will be updated in the IWMS system. There are 2 implementation phases. Phase 1 entails an
Properties will be managed in the IWMS system. Below outlines the Phase 1 interim Property Update process.
Requesting Entity
A property update request can be initiated by any University of Connecticut organization. The request is vetted through the ‘Official’
or ‘Non-official” external business process before being sent to the Space Management group for documenting in the IWMS system.
Space Management
The Space Manager is responsible for processing all approved property update requests within AiM ™.
If required, the Space Manager must update the property name in the description field. In addition, any updates to the Address must
be noted in the Address fields; Street Address, City, State, and Zip. Any property floor updates must follow the University of
Connecticut Electronic and Plan Submission Requirements document for numbering/naming convention.
If necessary, the Space Manager must update the Date Built under the General Information section of the property record. The Date
Built is defined as the official Month/Day/Year that construction ended. The Space Manager must update any changes to the
Leased/Owned information under the Financial Information section of the property record.
Once the property is ready for use in the system, the Space Manager must update the Property Status to OCCUPIED.
If necessary, locations are updated via the Location Management business process.
Work Flow: Property Decommission
Figure 4
Process: Property Decommission

The Property decommission business process documents how properties will be inactivated in the IWMS system. There are 2 implementation phases. Phase 1
entails an interim process to move all current property management activities from their existing system into the new IWMS system. Phase 2 will provide more
detail on how Properties will be managed in the IWMS system. Below outlines the Phase 1 interim Property decommission process.
Requesting Entity
A property decommission request can be initiated by any University of Connecticut organization. The request is vetted through the
‘Official’ or ‘Non-official” external business processes before being sent to the Space Management group for documenting in the
IWMS system.
Space Manager
The Space Manager is responsible for processing all approved property inactivation requests within AiM ™.
The Space Manager must determine if there are any open Work Orders, Keys or active Assets associated to the property in the
IWMS system. The AiM™ View Finder can be used to determine if these records exist.
If there are active Work Orders, the Space Manager must notify FOBS to close those Work Orders and associated Phases. Only
upon receiving a “Notice to Proceed” from FOBS can the property be inactivated.
The Space Manager must determine if there are any active Assets associated to the property in the IWMS system. If there are active
Assets, the Space Manager must notify the FOBS Asset Manager to inactivate or relocate the affected assets. Only upon receiving a
“Notice to Proceed” from FOBS can the property be inactivated.
Once receiving the “Notice to Proceed”, the Space Manager can update the Property status to either INACTIVE, if the property is
inactive. If the property is mothballed, update the property status to MOTHBALLED. It the property has been demolished, update
the property status to DEMOLISHED.
Facility Operations & Building Services

Once notified by the Space Manager, FOBS is responsible for closing all AiM ™ Work Orders associated to the property. Closing
Work Orders are to be done in a timely and professional manner. Once completed, FOBS will give a “Notice to Proceed” to the
Space Manager.
Once notified by the Space Manager, FOBS is responsible for processing all AiM ™ Key returns associated to the property. Key
Returns are to be done in a timely and professional manner. Once completed, FOBS will give a “Notice to Proceed” to the Space
Manager.
Asset Manager
Once notified by the Space Manager, FOBS Asset Manager is responsible for inactivating or relocating all AiM ™ affected Assets
associated to the property. This is to be done in a timely and professional manner. Once completed, FOBS will give a “Notice to
Proceed” to the Space Manager.
Work Flow: Property Location Management
Figure 5
Process: Property Location Management

The Property Location business process documents how locations will be managed in the IWMS system. There are 2 implementation phases. Phase 1 entails an
Locations will be managed in the IWMS system. Below outlines the Phase 1 interim Property Location Management process.
Space Manager
Property Location Management is to be continued from the Property New, Property Update, or Property Decommission process. The
Space Manager will follow the Location Management process to completion.
Property Location Decommission

The Space Manager must determine if the property is to be inactivated. If the property is to be inactivated, the Space Manager must
update any Location Assets following the Location Asset business process. In addition, the Space Manager must determine if any
other Asset types are associated to the Property. If there are active Assets, the Space Manager must notify the FOBS Asset
Manager to inactivate or relocate the assets. Only upon receiving a “Notice to Proceed” from FOBS the location(s) can be
inactivated.
Once receiving the “Notice to Proceed”, the Space Manager can update the Location status to INACTIVE.
Property Location New/Update

The Space Manager must determine whether to add the locations manually or via AiM-CAD ™.
AiM-CAD™ Method
The Space Manager must generate a new drawing or update an existing drawing by using the AiM-CAD ™ tool. Once the tool is
used and linked to AiM™ the changes must be processed via AiM-Port™. This process will create any new locations that are on the
drawing but not in AiM™. Also, any existing locations in AiM™ and on the drawing will be updated. Any existing locations in AiM ™
that have been removed from the drawing will be inactivated in AiM ™. The only data elements affected by the AiM-Port™ process
are the Location ID/Status and the CAD Square Footage blocks.
Once this step is completed, the next steps in this business process can be executed.
Manual Method
The Space Manager must generate the locations manually by adding a Location Identification number on the Location screen of the
Property Profile. The Space Manager must set the Location status to ACTIVE.
Once this step is completed, the next steps in this business process can be executed.
The Space Manager must determine if additional location data will be added manually or through an ETL (Extract, Transform, and
Load) routine.
Manual Method
The Space Manager is responsible for adding the Location Description. In most cases, the description will be the FICM code
description. In certain cases, the FICM code description will be preceded with additional information. Such as Men’s Restroom /
Women’s Restroom for example.
In addition, the Space Manager must add/update Location information by adding the Organizational ownership, Primary Usage,
Location Type, and Space Type values. The Space Manger must associate the Floor ID to the location and set the Location Status
to ACTIVE. Making the status active will allow the location to be used in the IWMS system.
Once the location is added or updated in AiM™, the Location Asset business process will need to be completed. The Location Asset
will contain addition location information not to be kept on the Location screen.
ETL Method
The Space Manger is responsible for correctly completing the Location update data spreadsheet. Once the spreadsheet is
completed, the ETL can be executed on the database adding and or updating location information.
Once the location is added or updated in AiM™, the Location Asset business process will need to be completed. The Location Asset
will contain addition location information.
Asset Manager
Once notified by the Space Manager, FOBS Asset Manager is responsible for inactivating or relocating all AiM ™ Assets associated
to the location that will be inactivated. This is to be done in a timely and professional manner. Once completed, FOBS will give a
“Notice to Proceed” to the Space Manager.
Work Flow: Property Location Asset Management
Figure 6
Process: Property Location Asset Management

The Property Location Asset business process documents how extended location information will be managed in the IWMS system. There are 2 implementation
phases. Phase 1 entails an interim process to move all current property management activities from their existing system into the new IWMS system. Phase 2 will
provide more detail on how Locations will be managed in the IWMS system. Below outlines the Phase 1 interim Property Location Asset process.
Space Manager
The Space Manager is responsible for maintaining extended location information on the associated Location Asset.
The Space Manger must determine if a location is being inactivated. Before updating the location to inactive, the associated
Location Asset status must be set to INACTIVE.
The Space Manager must determine if the Location Asset must be created. If necessary, the Space Manger must generate the
Location Asset. The Space Manager is responsible for adding the proper Asset ID. The Space Manager must also select the correct
Asset Type and Location Asset Group. In addition, the Asset Description must be added. This should match the Location
description. To finish, the Asset status should be set to PENDING until the Asset is ready to be used in the system.
Once the Asset is created, the extend location data can be added/updated to the Attributes area of the Asset. The Technology Install
Year, Type, and Update Year should be updated/added. The HVAC type should be updated/added.
The Furniture Install Year and Type should be set. The Wireless/Wi-Fi Status needs to updated/added. In addition, the location ADA
Complaint flag should be set to Y for complaint or N for not compliant. The Refresh year should be added to denote when the room
is scheduled to be refreshed.
Finally, the Seating capacity should be denoted.
Once the Location Asset is ready to be used in the IWMS system, the Asset status should be set to ACTIVE.
Space Management Business Processes

The Space Management Business Processes are derived from best practices for Space Management. The Space Management Business Processes
detail how space information and associated data will be tracked in the system.
Work Flow Overview: Space Management
TBD IN PHASE 2
System Relationships
AiM™ accomplishes the management of Space Management through a variety of modules. This section
gives descriptions for each of the modules listed below.
Human Resources Management

Property Management
Space Management
Lease Management
Human Resources
AiM™ Human Resource module allows the management of employee data. Institutions, Departments
and Organizations are also setup in this module. Organization information is utilized for Organizational
Occupancy and Space Ownership.
Property Management
AiM™ Property module allows the user to establish properties and the locations within properties.
Properties are placed in the location hierarchy and associated to regions and facilities. In addition to a
description and classification of the property, the Property/Locations screen allows entry of an address
for the property, which is often a building. Locations, the most specific level of the location hierarchy,
often represent rooms within the property. A property must have at least one location. Locations may
have unique descriptions and statuses independent of the property description and status.
Space Management
AiM™ Space Management facilitates effective allocation and optimization of space. AiM™ Space
Management can track Departmental Occupancy, People Occupancy, Grant Usage, and Utilization.
AiM™ Space Management can also effectively manager Moves. AiM™ Space Management interacts with
AiM™ Property Management and AiM™ Asset Management modules as defined above.
Lease Management
AiM™ Lease Management facilitates the management of Leases. This includes Payable and Receivable
Leases.
System Configuration
This section presents all the setup values for Capital Planning & Assessment Module.
Property Management Values

In this section the setup fields which define the management of the Properties in AiM™ are
documented.
Property Hierarchy
In AiM™ the property schema is composed of a four-tier hierarchy consisting of the REGION, FACILITY,
PROPERTY, and LOCATION. This hierarchy aids in reporting; specifying where work is being done,
managing work, managing costs, assigning occupancy, and assigning financial responsibility within the
system. The following tables contain the hierarchy explanation and the Regions, Facilities, Properties,
and Locations
Property Structure
REGION
FACILITY FACILITY
PROPERTY PROPERTY PROPERTY PROPERTY
LOCATION LOCATION
Property Hierarchy
Name Level Description
REGION 1 THIS IS THE TOP LEVEL OF THE PROPERTY HIERARCHY.
THIS IS THE SECOND LEVEL OF THE PROPERTY HIERARCHY AND IS A CHILD OF THE
FACILITY 2 REGION.
THIS IS THE THIRD LEVEL OF THE PROPERTY HIERARCHY AND IS THE CHILD OF THE
FACILITY. AT THIS LEVEL FINANCIAL ACCOUNTS ARE ASSIGNED OR ASSOCIATED, AND
PROPERTY 3 FLOORS ARE DEFINED.
THIS IS THE FOURTH LEVEL OF THE PROPERTY HIERARCHY AND IS THE CHILD OF THE
LOCATION 4 PROPERTY.
Floors
Floors are indications of different levels for a given property. Floors are defined on the Property screen.
Floors are associated at the Location screen. AutoCAD floor plans are also associated to the floor.
Floor Definitions Values

Floor Description
00 BASEMENT FLOOR
01 FIRST FLOOR
02 SECOND FLOOR
03 THIRD FLOOR
04 FOURTH FLOOR
05 FIFTH FLOOR
06 SIXTH FLOOR
07 SEVENTH FLOOR
08 EIGHTH FLOOR
09 NINTH FLOOR
10 TENTH FLOOR
ROOF ROOF
Region Values
Region Description
CT CONNECTICUT
Facility Values (AKA Campus)

Region Facility Description
CT 01 STORRS CAMPUS
CT 02 HARTFORD REGIONAL CAMPUS
CT 03 STAMFORD REGIONAL CAMPUS
CT 04 TORRINGTON REGIONAL CAMPUS
CT 05 WATERBURY REGIONAL CAMPUS
CT 06 AVERY POINT REGIONAL CAMPUS
CT 07 UCONN HEALTH CENTER
CT 08 COOPERATIVE EXTENSIONS
Property Type
Use to specify the type of property in the system. The property type provides additional information
about the property such as the property’s use or service provided by the occupants.
Property Types Values

Property Type Description
TBD-PHASE 2
Property Class
The property class identifies categories that properties are grouped into. The property may be
categorized by size, usage, or funding.
Property Class Values

Property Class Description
TBD-PHASE 2
Property Status
The property status indicates the availability of a property and how it can be used within the system.
The system flags are used as the statuses for properties.
Property Status System Flags

System Flag Description
INDICATES A PROPERTY IS AVAILABLE FOR USE WITHIN THE SYSTEM TO HOST WORK
ACTIVE
ORDERS, WAREHOUSES, AND OTHER SYSTEM ACTIVITIES.
INDICATES A PROPERTY IS NEITHER ACTIVE OR INACTIVE, BUT A CONDITION WHERE

THE PROPERTY IS IN ROUTE TO BECOMING ACTIVE OR INACTIVE THROUGH
PENDING CONSTRUCTION, DEMOLITION, PURCHASE, SALE, OR OTHER ACTION. A PENDING
PROPERTY PROFILE MAY BE CREATED AND MANAGED, BUT WORK CANNOT BE
ASSIGNED TO IT.
INACTIVE INDICATES A PROPERTY IS NOT AVAILABLE FOR USE IN THE SYSTEM.
Property Status Values

Property Status Description Sequence System Flag
PENDING PENDING 75 ACTIVE
OCCUPIED OCCUPIED 200 ACTIVE
VACANT VACANT 300 ACTIVE
MOTHBALLED MOTHBALLED 500 ACTIVE
INACTIVE INACTIVE 550 INACTIVE
DEMOLISHED DEMOLISHED 600 INACTIVE
Zone - Property
The Zone facilitates the classification of properties. Any classification that differs in some respect, or is
distinguished for some purpose, from adjoining tracts or areas, or within which certain distinctive
circumstances exist or are established. Each property can belong to several Zones.
Property Zone Values

Zone Zone Description Sub-Zone Description
BLDG CHARACTER ZONES THAT DESCRIBE A DEPOT IDENTIFIED AS HISTORIC

PARTICULAR CHARACTERISTIC OF BUILDINGS
THE BUILDINGS CONTAINED
WITHIN HISTORIC IDENTIFIED AS HISTORIC
BUILDINGS
BLDG_SRVC BUILDING SERVICES EAST BUILDING SERVICES EAST
HILLTOP BUILDING SERVICES HILLTOP
NORTH BUILDING SEVRICES NORTH
SOUTHWEST BUILDING SERVICES

SOUTHWEST
BLDG_SRVC BUILDING SERVICES GENEXCON GEN EXP CONTRACT
GENEXPAD GEN EXP ADMIN/ACAD
GENEXPATH GEN EXP ATHLETICS
OPEAST OPERATING EAST AREA
OPHILLTOP OPERATING HILLTOP AREA
OPNORTH OPERATION NORTH AREA
OPSLARA TEST CUSTODIAL ZONE FOR

SEEING WORK QUEUE
BEHAVIOR
OPSOUTHW OPERATING SOUTHWEST

AREA
SKILLED TRADES SKILLED TRADES ZONE SCIENCES SKILLED TRADES - SCIENCES
Location Type
The location type provides additional information about the location such as the location’s use or
service provided by the occupants.
Location Type Values

Location Type Description
050 INACTIVE AREA
060 ALTERATION OR CONVERSION AREA
070 UNFINISHED AREA
110 CLASSROOM
115 CLASSROOM SERVICE
210 CLASS LABORATORY
215 CLASS LABORATORY SERVICE
220 OPEN LABORATORY
225 OPEN LABORATORY SERVICE
230 INDEPENDENT STUDY LABORATORY
250 RESEARCH LABORATORY
254 DARK ROOM
255 RESEARCH LABORATORY SERVICE
258 COLD ROOM
259 ELCTRN MICROS
310 STAFF OFFICE
311 FACULTY OFFICE
312 GRAD/STUDENT OFFICE
315 OFFICE SERVICE
350 CONFERENCE ROOM
355 CONFERENCE ROOM SERVICE
410 STUDY ROOM
420 LIBRARY/STACK
430 OPEN-STACK STUDY ROOM
440 PROCESSING RM
455 STUDY SERVICE
510 ARMORY
515 ARMORY SERVICE
520 ATHLETIC OR PHYSICAL EDUCATION
523 ATHLETIC FACILITIES SPECTATOR SEATING
525 ATHLETIC OR PHYSICAL EDUCATION SERVICE
530 MEDIA PRODUCTION
535 MEDIA PRODUCTION SERVICE
540 CLINIC
545 CLINIC SERVICES
550 DEMONSTRATION
555 DEMONSTRATION SERVICES
560 FIELD BUILDING
570 ANIMAL QUARTERS
575 ANIMAL QUARTERS SERVICE
580 GREENHOUSE
585 GREENHOUSE SERVICES
590 OTHER (ALL PURPOSE)
610 ASSEMBLY
615 ASSEMBLY SERVICE
620 EXHIBITION
625 EXHIBITION SERVICE
630 FOOD FACILITY
635 FOOD FACILITY SERVICE
640 DAY CARE
645 DAY CARE SERVICE
650 LOUNGE
655 LOUNGE SERVICE
660 MERCHANDISING
665 MERCHANDISING SERVICE
670 RECREATION
675 RECREATION SERVICE
680 MEETING ROOM
685 MEETING ROOM SERVICE
690 LOCKER ROOM
710 CENTRAL COMPUTER OR TELECOMMUNICATIONS
715 CENTRAL COMPUTER OR TELECOMMUNICATIONS
720 SHOP
725 SHOP SERVICE
730 CENTRAL STORAGE
735 CENTRAL STORAGE SERVICE
740 VEHICLE STORAGE
745 VEHICLE STORAGE SERVICE
750 CENTRAL SERVICE
755 CENTRAL SERVICE SUPPORT
760 HAZARDOUS MATERIALS STORAGE
765 HAZARDOUS MATERIALS SERVICE
770 HAZARDOUS WASTE STORAGE
775 HAZARDOUS WASTE SERVICE
780 UNIT STORAGE
810 PATIENT BEDROOM
815 PATIENT BEDROOM SERVICE
820 PATIENT BATH
830 NURSE STATION
835 NURSE STATION SERVICE
840 SURGERY
845 SURGERY SERVICE
850 TREATMENT/EXAMINATION CLINIC
855 TREATMENT/EXAMINATION CLINIC SERVICE
860 DIAGNOSTIC SERVICE LABORATORY
865 DIAGNOSTIC SERVICE LABORATORY SUPPORT
870 CENTRAL SUPPLIES
880 PUBLIC WAITING
890 STAFF ON-CALL FACILITY
895 STAFF ON-CALL FACILITY SERVICE
910 SLEEP/STUDY WITHOUT TOILET OR BATH
919 TOILET OR BATH
920 SLEEP/STUDY WITH TOILET OR BATH
935 SLEEP/STUDY SERVICE
950 APARTMENT
955 APARTMENT SERVICE
970 HOUSE
W01 BRIDGE/TUNNEL
W02 ELEVATOR
W03 ESCALATOR
W04 LOADING DOCK
W05 LOBBY
W06 PUBLIC CORRIDOR
W07 STAIRWAY
WWW CIRCULATION AREA
X01 CUSTODIAL SUPPLY CLOSET
X02 JANITOR ROOM
X03 PUBLIC REST ROOM
X04 TRASH ROOM
X05 LACTATION/WELLNESS
XXX BUILDING SERVICE AREA
Y01 CENTRAL UTILITY PLANT
Y02 FUEL ROOM
Y03 SHAFT
Y04 UTILITY/MECHANICAL SPACE
YYY MECHANICAL AREA
ZZZ STRUCTURAL AREA
Property User Defined Fields (UDF’s)

The property User Defined Fields contain extended property information.
Property User Defined Fields

User Defined Fields Description
CUSTOM001 LEGACY PROPERTY TYPE
Property User Defined Fields

User Defined Fields Validation Description
CUSTOM001 ATHLETICS ATHLETICS OUTDOOR
CUSTOM001 BARN BARN
CUSTOM001 BUILDING BUILDING
CUSTOM001 GARAGE GARAGE
CUSTOM001 HOUSE HOUSE
CUSTOM001 LAND ELEMENT LAND ELEMENT
CUSTOM001 OTHER OTHER
CUSTOM001 PARKING GARAGE PARKING GARAGE
CUSTOM001 STRUCTURE STRUCTURE
Location Status
The location status indicates the availability of a location and how it can be used within the system. The
system flags are used as the statuses for locations.
Location Status System Flags

ACTIVE INDICATES A LOCATION IS AVAILABLE FOR USE WITHIN THE SYSTEM
INACTIVE INDICATES A LOCATION IS NOT AVAILABLE FOR USE IN THE SYSTEM.
Location Status Values

Location Status Description Sequence System Flag
ACTIVE ACTIVE LOCATION 100 ACTIVE
CONSTRUCTION UNDER CONSTRUCTION/RENOVATION 200 ACTIVE
INACTIVE INACTIVE LOCATION 200 INACTIVE
Zone - Location
The Zone facilitates the classification of properties. Any classification that differs in some respect, or is
distinguished for some purpose, from adjoining tracts or areas, or within which certain distinctive
circumstances exist or are established. Each property can belong to several Zones.
Zone Values
ZONE SUB-ZONE DESCRIPTION
TBD-PHASE 2
Space Management Values

Space Management setup fields define occupant types, programs, survey statuses and area usage.
Optional and self-explanatory fields are not listed below.
Usage
Usage code indicates the way a space is being used. Below are the OMB Circular A-21 Function Codes
that are utilized as Usage codes in AiM™.
Usage Values
Usage Description
AC ANIMAL CARE
AX AUXILIARY
DA DEPARTMENT ADMINISTRATION
DR DEPARTMENTAL RESEARCH
GA GENERAL ADMINISTRATION
IN INSTRUCTION
LB LIBRARY
NO NON-ASSIGNABLE
OA OTHER INSTITUTIONAL ACTIVITY
OM OPERATIONS MAINTENANCE
OR ORGANIZED RESEARCH
PC PATIENT CARE SERVICE
SA SPONSORED ACTIVITY
SC SERVICE CENTER
SP SPONSORED PROJECTS ADMIN
SS STUDENT SERVICES
VA VACANT/INACTIVE
Program
Program code indicates a plan or schedule of activities that occur for a given space. The National Center
for Education Statistic Publication Classification of Instructional Programs codes are utilized for Program
Codes.
Program Values
Program Type Description
TBD-PHASE 2
Occupant Type
Occupant Type indicates the space occupant’s discipline.
Occupant Type Values

Occupant Type Description
TBD-PHASE 2
Principle Investigator
Principle Investigator indicates the primary individual in charge of a research grant, cooperative
agreement, training, or public service project, contract, or other sponsored project. Listed in the table
below is the organization’s Principle Investigators.
Principle Investigator Description
TBD-PHASE 2
Survey
Space Survey utilizes the comprehensive appraisal of spaces to determine the extent of a defined
space’s designation, assignment, and utilization. Space Survey is utilized at given intervals defined by the
origination to verify space information.
Space Survey Status

The Space Survey Status is used to display, monitor, facilitate, and manage the progress of a Space
Survey. For each status a system flag is chosen of OPEN, SURVEYING, AWAITING APPROVAL,
APPROVED, or CANCELLED. The following table contains a description for each of the system flags.
Space Survey System Flags

OPEN INDICATES OPEN SURVEY.
SURVEYING INDICATES THE SURVEY IS OCCURRING.
AWAITING APPROVAL INDICATES SURVEY IS AWAITING REVIEW AND APPROVAL.
INDICATES SURVEY IS APPROVED AND ANY INDICATED CHANGES HAVE BEEN

APPROVED EXECUTED.
CANCELLED INDICATES THE SPACE SURVEY HAS BEEN CANCELLED.
Space Survey Status Values

Survey Status Description System Flag
TBD-PHASE 2
Asset Management Values

In this section the setup fields which define how property assets are managed in AiM™ is documented.
Asset Type
Asset types can be user specified and associated to a hard coded Asset Type Flags in the system. The
asset type is associated with an asset status in the asset status setup screen. The combination of asset
status by asset type assists in managing and reporting on assets and equipment.
Asset Type System Flags

AN ASSET THAT DOES NOT QUICKLY WEAR OUT OR MORE SPECIFICALLY, ONE THAT YIELDS
DURABLE GOODS
UTILITY OVER TIME, ITEMS SUCH AS MODULAR FURNITURE.
PROPERTY A FIXED TANGIBLE REAL ESTATE ASSET, ITEMS SUCH AS STRUCTURE, FIELD, OR PARKING LOT.
PROPERTY COMPONENTS AN ASSET COMPONENT OF A PROPERTY, ITEMS SUCH AS ROOF.
SERIALIZED A FIXED STERILIZED ASSET, ITEMS SUCH AS EQUIPMENT.
AN ASSET COMPOSED OF SEVERAL INTERACTING PARTS OR MEMBERS, ITEMS SUCH AS

SYSTEM
ELECTRICAL, PLUMBING, OR MECHANICAL EQUIPMENT.
VEHICLE A VEHICLE ASSET, ITEMS SUCH AS AUTOMOBILE, TRUCK, MOTORIZED EQUIPMENT.
Asset Types Values

Asset Type Description System Flag
DURABLE DURABLE DURABLE
PROPERTY PROPERTY PROPERTY
PROPERTY COMPONENT PROPERTY COMPONENT COMPONENT
SERIALIZED SERIALIZED SERIALIZED
SYSTEM SYSTEM SYSTEM
VEHICLE VEHICLE VEHICLE
Asset Groups
Asset Group is a collection of assets with common attributes. The Asset Group assists with filtering all
assets to a manageable subset. Each asset group may have attributes defined, and values for these
attributes can be specified in the Master Asset Profile screen.
Asset Groups Values

Asset Type Asset Group Description
SYSTEM FICM110 CLASSROOM SYSTEM
SYSTEM FICM900 RESIDENTIAL FACILITY SYSTEM
Asset Status
The Asset Status is used to establish the Asset lifecycle. The statuses that are setup in the system and
correspond to the system flags assigned to them. The following tables display and describe the system
flags and the statuses.
Asset Status System Flags

INDICATES ASSET IS NOT ELIGIBLE TO APPEAR ON A WORK ORDER PHASE. ELIGIBLE FOR PREVENTIVE
PENDING
MAINTENANCE, OR ELIGIBLE TO BE RENTED. CHANGES TO THE ASSET PROFILE ARE PERMITTED.
INDICATES ASSET IS ACTIVE AND ELIGIBLE TO APPEAR ON A WORK ORDER PHASE. ELIGIBLE FOR
ACTIVE
PREVENTIVE MAINTENANCE, OR ELIGIBLE TO BE RENTED.
RENTED INDICATES ASSET IS RENTED AND MY NOT BE USED ON OTHER RENTAL TRANSACTIONS.
INDICATES ASSET IS NOT ELIGIBLE TO APPEAR ON A WORK ORDER PHASE, ELIGIBLE FOR PREVENTIVE
INACTIVE
MAINTENANCE, OR ELIGIBLE TO BE RENTED.
INDICATES ASSET IS ELIGIBLE TO APPEAR ON A WORK ORDER PHASE, ELIGIBLE FOR PREVENTIVE
MAINTENANCE
MAINTENANCE, HOWEVER ASSET IS NOT ELIGIBLE TO BE RENTED.
INDICATES ASSET IS NOT ELIGIBLE TO APPEAR ON A WORK ORDER PHASE, ELIGIBLE FOR PREVENTIVE
DISPOSED
MAINTENANCE, OR ELIGIBLE TO BE RENTED.
Asset Statuses Values

Asset Type Asset Status Description Sequence System Flag
SYSTEM PENDING PENDING ASSET 100 PENDING
SYSTEM ACTIVE INACTIVE ASSET 200 ACTIVE
SYSTEM INACTIVE ACTIVE ASSET 900 INACTIVE
Asset Group Attributes Values

Asset Type Asset Group Sequence Attribute Description
SYSTEM FICM110 1 TECHNOLOGY INSTALL YEAR TECHNOLOGY INSTALL YEAR
SYSTEM FICM110 2 TECHNOLOGY TYPE TECHNOLOGY TYPE
SYSTEM FICM110 3 TECHNOLOGY UPDATE YEAR TECHNOLOGY UPDATE YEAR
SYSTEM FICM110 4 HVAC TYPE HVAC TYPE
SYSTEM FICM110 5 REFRESH YEAR REFRESH YEAR
SYSTEM FICM110 6 ADA COMPLIANT Y/N ADA COMPLIANT Y/N
SYSTEM FICM110 7 WIRELESS/Wi-Fi STATUS WIRELESS/Wi-Fi STATUS
SYSTEM FICM110 8 FURNITURE INSTALL YEAR FURNITURE INSTALL YEAR
SYSTEM FICM110 9 FURNITURE TYPE FURNITURE TYPE
SYSTEM FICM110 10 SEATING CAPACITY SEATING CAPACITY
SYSTEM FICM900 1 NUMBER OF BEDS NUMBER OF BEDS
SYSTEM FICM900 2 TYPE OF ROOM TYPE OF ROOM
System Administration Values

The AiM™ System Administration setup fields define the System Administration structure. All users will
have limited features of System Administration for the purposes of managing passwords, personal
queries, and Quick links. Optional and self-explanatory fields are not listed below.
Note Type
Throughout the system Notes are utilized as a brief record to access for future reference. Each Note can
be associated with a Note Type. Note types are defined in System Administration. Below is a list of
Note Types to be utilized.
Note Type Values

Note Type Code Description Screen
TBD-PHASE 2
Roles
Role is a critical field defining user permissions within AiM™. Depending on a user’s responsibilities and
authority, they may have more than one role.
Role Description
TBD TBD
User Security Filters

User Security Filters limit the data seen by a user. This is accomplished by applying a User Security Filter
on either the User or on a Role associated to the user.
User Security
User Security identifies the users authorized to use the system. LDAP/Active Directory will be utilized to
authenticate a user. AiM™ User Security is utilized to set User’s system permissions and defaults.
System defaults are used to expedite the entry of common information. Information such as Location,
Organization, and Employee information can be defaulted on entry screens. The information to be
defaulted is setup on the User Security form.
Label Utility
Label Utility enables the organization to change screen displayed field labels to meet the organization’s
terminology. Below is a table of changed field labels.
Existing Label New Label Description
Facility Campus Campus Facility
System Operation
Environment
Logging into the System
User Name: This field is populated with the user login.
Password: This field is populated with the password.
Login: Clicking the login button passes the user login and password information to the system.
Title Bars
AiM Program Title Bar (see top line from left to right):
AiM Title: clicking on this title will return you to the AiM WorkDesk (shown above) from any
screen.
Logout: clicking on this link will log the current user out of AiM.
About: displays AiM version, database properties, user session information, and any third party
licenses.
Help: brings up the AiM help documentation.
Menu: The WorkDesk menu lists all available modules based on license and role permissions.
Module Main Title Bar:
Module Name: Clicking on the module icon (in this case, the icon to the left of “Project”) returns
the user to the Module WorkDesk (just as clicking the AiM Logo Icon returns the user to the AiM
WorkDesk).
Navigation bar: Icons displayed are appropriate to the active screen/activity. Mouse/hover over
the icon within the screen for a tooltip description of the icon’s function.
Menus: Modules have two menus, the primary listing of screens to transact within a given
module and the setup menu that lists screens devoted to defining setup codes.
o Note that the setup screen menu must be exploded to see the setup screens. Click the
ellipse (…) to view the setup screens menu and click the caret (^) to collapse the menu.
WorkDesk
The WorkDesk personal information system offers a graphical gateway to important business
information that user’s access every day. The WorkDesk aggregates user-specified data such as notices,
approvals, tasks, queries, and more.
The body of the WorkDesk screen will contain channels, or blocks of information based on personal
queries defined by the user. Content may contain:
Personal queries linking the user to transactions requiring approval.
Quicklinks such as web pages, AiM screens, AiM reports.
Administrator Messages delivered in the form of global informational messages.
Personal query counts to link the user to transactions activity in real-time.
Displays an employee’s work for the day, as listed on their Daily Assignment Sheets.
Updates dynamically throughout the day.
Layout Manager Screen

The Layout Manager Screen determines the layout of the WorkDesk Channels. The user first determines
where to place the channel, then selects the channel to place on the WorkDesk, and finally clicks on the
green plus sign on the Available Channels bar.
Administrator Messages Channel

The Administrator Messages Channel is used to display communication messages from the application
administrator to the users on their respective WorkDesks. This is a wide format channel appearing on
the right side of the WorkDesk. Messages will display in this channel if the current date is between the
message start and message expire dates as identified by the administrator. More than one message
may appear in this channel. If groups are assigned to the administrator message detail, only users in
those groups will see the message.
Approvals Channel
The Approvals Channel displays a count of various records that are awaiting approval. These approvals
are based on personal queries constructed on query screens in the various modules of the system.
Common approvals are customer service request approvals and timecard approvals. As such, personal
queries constructed on the customer service request approval and timecard approval query screens are
eligible to appear in the approvals channel. This is a narrow channel. Once this channel is added to the
WorkDesk, the user can edit parameters by clicking the edit link on the channel. Note: if a manager is
responsible for approving the customer service requests in a particular facility area, and is the backup
approver for a neighboring facility area, two approval channels should be created on the WorkDesk -
one for each facility area.
Chart Report Channel

The Chart Report Channel is used to display and run graphical (chart) reports on the WorkDesk. The
selected report will display and run in this wide format channel. Graphical (chart) reports are created
using the BIRT reporting tool.
Content Channel
The Content Channel is a wide format channel used to embed websites (or website type information) on
the WorkDesk, displaying the specified URL address page view inside the channel.
Daily Assignments Channel

The Daily Assignments Channel displays a listing of work order/phase records to which the user has been
assigned for the current date. This is added as either a narrow or wide format channel. The narrow
channel displays work order and phase. The wide channel also displays the phase description. The user
can click on any of the work order/phase links to open the specified record. The effective management
of daily assignments requires the coordination of work order/phase statuses, phase shop person
assignments, and the creation of a daily assignment list. The Employee Profile and User Security Screens
must also be associated with each other using the employee identification field on the User Security
Screen.
External Feed Channel

The External Feed Channel is used to add really simple syndication (RSS) feeds from a specified website
to the WorkDesk. This wide channel will display headlines from an RSS site. Once this channel has been
added to the WorkDesk, edit specific parameters by clicking the edit link on the channel.
Image Channel
The Image Channel displays image files on the WorkDesk. Images are set up in the document
administrator, and saved in the document repository. This narrow channel can be associated with a URL
address, which will launch when the image is clicked.
Personal Query Count Channel

The Personal Query Count Channel displays the counts for specified personal queries on the WorkDesk.
On this wide channel, the count (number of rows returned) will display next to each personal query
listed. Each personal query listed can be launched by clicking on it.
Personal Query Listing Channel

The Personal Query Listing Channels display a listing of your personal queries on the WorkDesk. This can
be added as either a narrow or a wide channel and listed queries can be launched and run by clicking on
them.
Quick links Channel
The Quick Links Channel displays a list of quick links on the WorkDesk. This is a narrow channel. Quick
links can be shortcuts either to screens, reports or websites. Clicking on a link will open the target
screen/report/website.
Report Listing Channel

The Report Listing Channel displays a list of reports on the WorkDesk. On this narrow channel, report
links can be clicked to run the selected report directly from the WorkDesk. This provides convenient
access to frequently viewed reports. Reports are created using the BIRT reporting tool.
Surveys Channel
The Surveys Channel displays a count and a link to surveys sent to the user. The survey type and
definition must be set up in the System Administration Module and are linked to a phase status or
contract.
Screen Type: Search Screen

The body of the search screen contains fields and criteria for searching data and creating pertinent
search results. This section will describe search icons, the quick search field, and search qualifiers.
Below is an example of a search screen:
Quick Search Field

This field is located on the bottom of each screen and provides a rapid way to search for results
without opening up the search screen.
This field must have a typed value. This searches the typed value with a “contains” statement. The
screenshot below shows an example of a typed value. In this case, retrievable results would include
work orders with the following work order numbers: 505322-11, 550531-11, or 585053-11.
The Search Body:

First dropdown box controls sorting: Ascending or descending.
Second entry box: Sequences the columns on the screen. The primary key is always first. If you fill
in one or more sorting sequence boxes, only those fields will display, in the order you designate.
Operator dropdown box: Operators are field sensitive and add/subtract operators based on the
type of field (date fields have operators specifically for date related queries.
EXAMPLE AIM SEARCH QUALIFIERS

Qualifier Actions Examples
Equals
=
To
In this example the status must be “OPEN”
Greater
>
Than
In this example the date must be later than August 21, 2015
Less
<
Than
In this example the work order number must be less than 00000001
Less
<= Than OR
Equal To
More
>= Than OR
Equal To
Not
<>
Equal To
The field
must
Starts start
With with the This example would return BROKE WINDOW, BROKEN LIGHT, BROKEN GLASS IN
data MEN’S RESTROOM
typed
The field
must
start
End With
with the This example would return JOHN SMITH, PHIL GOLDSMITH, MARY JENKINS-
data SMITH
typed
Do not
type in
the
Null search
field, it This example would return all the work order where contact is not filled in.
must be
blank
Not Null
Returns only records with populated Contact
In
Returns BIOLOGY, MATH, ENGLISH
Not In Returns CHEMISTRY, ENGINEERING, etc.
Between
The fields must be within the listed range (date field and numeric fields only)
Within
The field must be within the listed timeframe (date fields only)
Newer
Than
Record returned must be more recent than 4 days ago
Older
Than
Record returned must be older than 4 weeks ago
Last
Record returned within last the month
Next
Returns records with date in the next 5 days
One of the
more
powerful
operators
that
Column
compares
two Returns phases where the actual cost has exceeded the estimated cost
different
database
columns
User
Returns all records created by whoever is logged in at the time
Browsing Data (results of a search)
Column Headings: Shows column/field names for dataset displayed in body of screen. Clicking
on column headings will sort data by that column.
Data List: displays data listing for module process or setup table selected. First column will
contain an underlined link to select a data item.
Page Navigation by page number: Type a page number in the box and click the Go link.
Page Navigation by arrow icon: Click the Previous/Next link to go forward/backward one page;
click the double arrow icons First/Last link to move to the beginning/end of the list.
Record Count: displays the total number of records found for the search selection.
Navigation Bar: displays all AiM icons that apply to the current screen. Mouse/hover over icon
to provide description of icon function.
Screen Type: Entry Screen
NOTE: A view or edit screen for a record will have the same fields as an entry screen.
Body: All entry screens contain the same format (Fields bordered in red are required to save
the record).
Blocks: Information is segmented into data blocks, with headings (example above shows
Organization, Property, and Classification Blocks).
Detail Data: If there is dependent data (Phases are dependent to a work order, line items are
dependent to a Purchase Order), there will be a Title Bar across the bottom section of the
screen, with an Add Detail (and sometimes a Delete Detail) record icon.
Standard Views
The following table lists the standard view screens found throughout AiM that provide the same
functionality regardless of what module they are located:
STANDARD AIM VIEWS

Standard View Description
The Extra Description View provides an additional 4000

Extra characters to describe the parent record. This information is
Description included in the parent record’s search screen and is ideal
when the basic 255-character description is insufficient.
This view displays all the received emails relating to the

work order. In order to receive and list emails in this view,
an email address must be set up in the Email Address View
Received Email of this screen. A corresponding email address/alias must be
set up on an email server and associated with AiM via the
Email Configuration Setup Screen in the System
Administration Module.
A display of sent emails is displayed on this view. This will

Sent Email display all emails created by using the email button in the
toolbar.
The Notes Log View enables the user to add notes specific to
the parent record. The Notes Log View accommodates 2000
characters and is classified by a note type code. Notes, once
Notes Log
saved, cannot be edited. The notes log can display notes on
the WorkDesk and optionally display a filtered list of notes
by type.
User Defined Fields (UDFs) provide the ability to create

fields for data entry not provided in the baseline product.
UDFs must be built in the AiM System Administration
Module for the module screen where the UDF will be
User Defined
employed. The UDF can be linked to a validation table
Fields
enabling the user to select values from a pre-defined list.
The UDF may even be marked as required to complete a
record. User defined fields create additional customized
reporting and management capabilities.
The Status History View provides a view-only record of

statuses over time. Status history is automatically updated
Status History as statuses change. The status editor and date are included
as a part of this history. The status history provides an
excellent metric for turnaround time on work.
The Related Documents View enables the user to attach any

electronic record, such as a document, spreadsheet, or
Related
image from the document repository to the record on which
Documents
the user is working. Related documents could also be a URL
(web) shortcut.

UCONN AiM Standard Operating Proceedures Real Estate Management 27OCT17

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ASSETWORKS, INC.

Real Estate Management

Administrator Messages Channel ....................................................................................................... 50

Standard Operating Procedure

Terms and Definitions

IWMS (Intergraded Workplace Management System)

Property Management Business Processes

Work Flow Overview: Property Management

Work Flow: Property New

Process: Property New

Work Flow: Property Update

Process: Property Update

Work Flow: Property Decommission

Process: Property Decommission

Facility Operations & Building Services

Work Flow: Property Location Management

Process: Property Location Management

Property Location Decommission

Property Location New/Update

Work Flow: Property Location Asset Management

Process: Property Location Asset Management

Finally, the Seating capacity should be denoted.

Space Management Business Processes

Work Flow Overview: Space Management

Human Resources Management

Property Management Values

REGION 1 THIS IS THE TOP LEVEL OF THE PROPERTY HIERARCHY.

Floor Definitions Values

Facility Values (AKA Campus)

CT 02 HARTFORD REGIONAL CAMPUS

CT 03 STAMFORD REGIONAL CAMPUS

CT 04 TORRINGTON REGIONAL CAMPUS

CT 05 WATERBURY REGIONAL CAMPUS

CT 06 AVERY POINT REGIONAL CAMPUS

CT 07 UCONN HEALTH CENTER

Property Types Values

Property Class Values

Property Status System Flags

INDICATES A PROPERTY IS NEITHER ACTIVE OR INACTIVE, BUT A CONDITION WHERE

INACTIVE INDICATES A PROPERTY IS NOT AVAILABLE FOR USE IN THE SYSTEM.

Property Status Values

PENDING PENDING 75 ACTIVE

OCCUPIED OCCUPIED 200 ACTIVE

VACANT VACANT 300 ACTIVE

MOTHBALLED MOTHBALLED 500 ACTIVE

INACTIVE INACTIVE 550 INACTIVE

DEMOLISHED DEMOLISHED 600 INACTIVE

Property Zone Values

BLDG CHARACTER ZONES THAT DESCRIBE A DEPOT IDENTIFIED AS HISTORIC

BLDG_SRVC BUILDING SERVICES EAST BUILDING SERVICES EAST

HILLTOP BUILDING SERVICES HILLTOP

NORTH BUILDING SEVRICES NORTH

SOUTHWEST BUILDING SERVICES

BLDG_SRVC BUILDING SERVICES GENEXCON GEN EXP CONTRACT

GENEXPAD GEN EXP ADMIN/ACAD

GENEXPATH GEN EXP ATHLETICS

OPEAST OPERATING EAST AREA

OPHILLTOP OPERATING HILLTOP AREA

OPNORTH OPERATION NORTH AREA