Pre-Implementation Planning – How do we prepare for the implementation process?

Implementing a new CMMS (Computerized Maintenance Management System) is an enormous undertaking. As CKIS plans this journey with an organization, we’re often asked what a department should do to prepare for the implementation process. Here is a list of topics your organization can discuss and document in preparation for the implementation.

Download: Campus Pre-Implementation Planning

Mobile Solutions Which mobile devices should do we purchase?   

As your department considers how best to deploy and manage AiM on mobile devices, CKIS offers these recommendations for maximum efficiency and cost savings.

Download: Mobile Solutions

Training Sessions with CKIS – How do we prepare for the training sessions?

Preparing for a training session is a lot of hard work for everyone involved, however, it is time well spent. By completing items requested beforehand, we can focus entirely on the agenda and the needs of your organization.

Download: Training Session Preparations

AiM Work Order – Attribute Definitions
AiM Work Order Attributes

What is a type and category?

  • Type is the primary classification of a work order. Type is user defined, and is commonly setup to track general work types such as MAINTENANCE, RENOVATIONS, and CUSTOMER SUPPORT services provided by your facilities organization. Setup is required.
  • Categories are defined for each type. Categories further define the type of service and are also used in AiM to determine how work orders are funded, budget enforcement and more. Setup is required.

What is a work code?

  • Work codes are defined for each work classification (type and category), and are intended to track the specific activities your organization performs. For example, you may have many work orders assigned to a shop, assigned with a work classification (type and category) MAINTENANCE/REACTIVE. If you want to understand the cost of specific activities shop performs, you would define work codes such as interior lighting, exterior lighting, ceiling tiles, window washing, etc. Each university will define work codes at the level of detail suitable for how they want to track costs. Setup is required.

What is a status?

  • Work order statuses identify the lifecycle of work order, and are user defined for each type and category of work. For example, with the work classification MAINTENANCE/REACTIVE, your department may use work order statuses OPEN and CLOSED. With a RENOVATION/PROJECT classification, work order statuses might include ESTIMATE NEEDED, ESTIMATED, DECLINED, OPEN, APPROVED and BILLED. Custom email notifications can be implemented based on work order statuses. Setup is required.
  • Phase statuses identify the lifecycle of a phase (task), and are user also defined for each type and category of work. Custom email notifications can be implemented based on phase status. Phase status are also be used to identify when billing occurs. Setup is required.

What is a priority?

  • Priority is an attribute of a phase. It identifies the severity of a task, and can schedule a task based on user defined due hours. Priority is a key piece of the Work Planning and Scheduling module, when implemented effectively it can be used to determine estimated start and end dates for most phases. Priority can also be associated with a color, which will shade work order assignments in iDesk, e.g., red for emergency, yellow for urgent, etc. Setup is required.
  • Job Priority is an optional attribute of a work order. It is not widely implemented, but can be used to prioritize work orders (jobs), as opposed to Priority, which applies to phases (tasks).

What is a problem code?

  • Problem Code is an attribute of a work order. Users often confuse problem codes with work codes; in fact they are very different. A problem code is simply a “helper” for work control. Problem codes are defined for commonly requested services; within each problem code you can define a default type, category, work code, priority, shop, etc. That way, when the familiar lights out maintenance request is submitted, work control can simply select the LIGHTS OUT problem code and the work order will be pre-filled with all the correct attributes. Problem codes can also be used to define and automate creation of work order for fixed price list services. Setup is optional, but recommended.