Facilities Management Division

AiM GO Work Management User GuideLast Updated: March 20, 2019

Need help with the GO app?

Email FMDIT@vcu.eduNeed general help with the iPhone or iPad?

Email aimhelp@vcu.edu

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Logging into AiM GO Work Management

Locate the GO – Work Mgmt App on your

iPhone or iPad.

Enter your eID and your eID password. This is the same information you use to gain access to AiM. Once you enter this information the first time, GO will remember it for you.

Enter the URL provided for GO Work Management. For training, use:

http://aimtrain.vcu.edu:8090/aim

The URL for the production system will be provided at the end of the training class.

Tap the Login button.

NOTE: When you change your eID password, you will need to make sure you change your password on the GO app as well.

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1. Assignments - The Assignmentscreen lists all the phases by workorder and phase number that areassigned to the user for that day.ONLY when Daily Assignments arebeing used in AiM.

2. Queue - This screen will list ALL openphases assigned to the user, not justfor the 24-hour period for DailyAssignments. All phases listed on theDaily Assignments screen will be listedon the Queue screen, but not allphases listed on the Queue will displayon the Daily Assignments screen.

Navigating AiM GO Work Mangement

The GO home screen consists of two options: Work Management and WorkDesk.

We will be working in the Work Management module. Tap on the Work Management icon or text to proceed.

Tapping WorkDesk launches AiM via the Safari web browser.

The Info icon will display basic information about your device and the AiM GO app.

The LOGOUT button is in the bottom right corner.

NOTE: The next time you sign in to GO it will return you to the last screen you viewed in your previous session.

The icons at the bottom of the screen will be the most frequently used ways to navigate throughout GO Work Management.

3. Work Orders - The Work Order screenlists all work orders that have at least onephase assigned to the user. Tapping on awork order will open the Work Orderdetails screen.

4. Timecards - The Timecard screendisplays the list of timecard records savedfor the current day. Tapping on a linedisplays the details for that timecard lineitem. The total hours worked for the day isdisplayed at the top of the screen.

5. More – Additional menu options: Stock,Requests, and Home.

NOTE: On an iPad other features may bedisplayed without the "More" link. At thistime we are not using those otherfunctions.

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Two Ways to Get to Phases

The Assignments screen (accessed via the Assignment icon) defaults as the first screen to appear and lists all the phases assigned to the user for that 24-hour period. This screen functionality requires use of the Daily Assignments screen in AiM.

Phase priority allows users to distinguish between different levels of urgency. Phases with a Red highlighting indicate emergency tickets. Phases with an Orange highlighting indicate expedited tickets. This color-coding will appear on both the Assignments and Queue screens.

Tap on a displayed work order phase to view the details of that phase.

The Queue (accessed via the Queue icon) is not subject to the 24-hour assignment window like Assignments. It displays all phases assigned to the user that are set to a status of “Assigned” (or greater) and are not “Shop Complete”.

Tap on a displayed work order phase to view the details of that phase.

NOTE: The Refresh icon is located on several screens. Tapping Refresh will update the displayed information. Changing between the Assignments, Queue, and Work Order screens should automatically refresh those lists.

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Phase screen icons

1. Stopwatch - The Stopwatch iconsupports the automatic calculation oftime based on the start and stop timesof a phase task. VCU is not currentlyusing Stopwatch time tracking.

2. Shopping Cart - Shop stock request.VCU is not currently using ShopStock.

3. Hand Truck - Material Request. VCUis not currently using MaterialRequest.

4. Clock - The Clock icon opens theLabor Hours (Timecard) screen.

Phase Details The phase screen displays detailed information including status, priority, shop assignment, location, and description. PM information, notes, assets, and related documents can also be viewed from this screen.

NOTE: Attributes of the work orders and phases with sub-screens will be indicated by the > icon on the righthand side of the screen.

NOTE: Tapping on the label or assigned value will display the description of that value. Tapping on the > will open the sub-screen.

5. Book - The Book icon launches thecurrent record via the device's default webbrowser (in most cases this will be Safari).

NOTE: Users can also launch AiM in a web browser from the GO Work Management Home Page by tapping on the WorkDesk option.

6. Camera - Tapping the Camera iconpresents the user with three options: TakePhoto, Choose from Library, andCancel. Photos and video are attached tothe phase as Related Documents. Moredetail regarding uploading photos andvideo is covered starting on page 11.

7. Map It - The Phase and Work Order detailscreens both have a Map It icon (pin icon).Map It uses the internal GPS function inthe device and 'pins' the location of thework site on a map. VCU is not currentlyusing GPS mapping.

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Working with Phase

PTN Procedure Required Steps: Remember P.T.N. : Phase - Time - Notes

update Phase statusadd Timecard Hoursadd Timecard Note to supervisor

Changing Phase Statuses

While viewing the Phase details, tap on the > next to the Status field to change the status.

The statuses available for the selected phase will appear. The current status will have a checkmark next to it.

Tap on a new status to select it.

The screen will immediately return to the Phase screen.

Follow your department and/or shop SOPs for making phase status changes.

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Verify that the phase Status changed to the desired value.

Tap Save (upper right) to save your changes.

Entering a Timecard

On the Phase screen, tap the Clock icon to enter, view, or update the timecard details for this phase.

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On the Labor Hours (timecard) screen most of the relevant information should be pre-filled. This is not the case when accessing this screen from the Timecards icon on the main Work Management screen.

Make sure the Time Type and Labor Class are set appropriately.

Enter the Hours worked where indicated.

Tap Save (in the upper right). You will see a message that the timecard entry was saved successfully. Tap OK.

Tap Done (in the upper left) to go back to the Phase.

Adding Notes

NOTE: GO Work Mangement, does not have the ability to record timecard line item details on the timecard. We will be using a specific Note type to automatically push this information to the timecard.

On the Phase screen tap the > next to Notes to add a note.

If the note is added before the timecard is saved for this phase nothing will appear on the timecard line item description for this phase.

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Tap the plus (+) icon to add a new note.

Tap the > next to Type to select a Note Type.

A list of available note types will appear.

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Tap on the appropriate Note Type to select it. The screen will automatically return to the Note details screen.

For notes to supervisors that are reviewed when they approve timecards, select the TIMECARD note type.

NOTE: Failure to select the correct note type will result in no description being added to your timecard for this phase.

REQUIREMENT: It is required that all timecard entries be accompanied by a note type of TIMECARD and a description of the work performed. This follows the PTN required procedure steps.

Type in your note or use the talk-to-text function (the microphone icon) to dictate your note.

Review your note and make any changes or corrections at this time.

Tap Save (upper right) to save your note.

Verify that your new note appears in the list of notes.

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Tap on the Phase link to go back to the Phase details, or tap on the (+) to create another note.

In the phase details a counter # next to the > in the Notes field keeps track of the number of notes added to that phase.

When you are done with the job remember to change the phase status to Work Complete and save the update.

Click Queue to go back to the list of Phases assigned to you.

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Adding Related Documents (Pictures) Users do not have the ability to add related documents in GO except for pictures taken on the device.

Related documents added in the full AiM web application can be viewed in GO, but not modified.

NOTE: You may need to scroll down on the phase details screen to see the Related Documents information.

Tapping the Camera icon prompts you to select from the following actions: Take Photo, Choose from Library, or Cancel.

NOTE: If you need to keep a copy of the picture separate from AiM we recommend taking the picture with the device's camera app and then using Choose from Library to attach it to the phase.

Take Photo – Tapping this selection starts the camera to take a photograph.

NOTE: The GO app may ask for permission to access the camera. Click OK to grant it permission.

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Once you take the photo, it displays on the screen and provides the following options: Retake, or Use Photo.

If you are satisfied with the picture, tap Use Photo.

Choose from Library – The Library refers to the photo library stored on the device. This option allows you to upload an existing photo as a new Related Document.

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You can easily attach a photo from the library by tapping on the thumbnail of the picture you want to upload.

NOTE: At this time GO Work Management, only supports adding one picture at a time. To add multiple pictures, follow this procedure for each picture you need to attach to the phase.

Once the picture is taken with the camera or selected from the Library you must provide the Image Info to complete the action.

● Image Name - (Required) The title of thepicture. This will also be the name of theRelated Document when viewed in AiM.

● Image Description - (Optional) A briefdescription of the image subject.

● Tags - (Optional) Tags are a one-worddescriptions of the image or subject,separated by commas (if multiple tags areneeded).

Tap on Save to attach the related document to the phase.

You will be returned to the Phase screen automatically.

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Note that the counter next to Related Documents has updated to show the new document.

All Related Documents for that phase are viewable by tapping on the >.

Oh No!

I have deleted the AiM GO app from my iPhone or iPad. How can I reinstall it?

Also, If you experience a lot of unexpected crashes in the app, please delete the application and reinstall it following these steps.

Locate and tap on the AirWatch Catalog icon.

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Click on the Install button next to GO 9.5 Work Management, to begin reinstalling the app.

NOTE: If the button says "Installed" it is only because AirWatch remembers that the app has previously been installed. Click it to proceed with the reinstallation.

NOTE: As upgrades to the system are applied, the version of the GO Work Mangement, app may change accordingly. At this time we are using version 9.5, but expect that to change in the future.

Tap Install to confirm the installation. This confirms to AirWatch that you're ready to install the app.

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Tap Install again to continue with the App Installation. This tells iOS (your device's operating system) that you're giving the app permission to install.

When logging in for the first time after reinstalling, click on Allow so that GO-Work Management, can send you notifications for new phases added to your Daily Assignments. And lastly...

The AiM GO production URL is:

https://aim.vcu.edu:8443/aim

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