AiM Training Newsletters 2012 - 2015

Questions? Email us at or call our AiM help line at 206-685-4129

AiM How To’s

June 2015

Outlook Users

One of the many uses of the note section at the top of the Outlook calendar is to keep track of vacation and out of office time. This is a great use of the notes space, however if someone is putting together a meeting in the Scheduling Assistant tab these notes are not visible. When you have a block of time that you are not available, it is very helpful to others if you also block that time out on the calendar itself, example: from 10am – 2pm, or all day. A blocked section on the calendar will show up on the Scheduling Assistant tab and no one will try to add you to a meeting when you really cannot attend!

FMC AiM Users

When purchasing tools and equipment not specific to one particular job, always use the appropriate standing work order from this list. Some of the more common numbers are:

  • 000001 - Tools and Non EIO Equipment Purchases
  • 000007 - Equipment Maintenance
  • 000009 - Consumable Materials
  • 000012 - Trucking and Hauling
  • 000014 - Vehicle Equipment Rental
  • 000015 - Vehicle Maintenance
  • 000030 - EIO Equipment Purchases
  • 000050 - Callouts to Fix or Maintain Campus Property in the Event of an Emergency

Take a look at the full list of Overhead Work Orders includes other overhead categories as well as all the safety training class numbers. Individual work order numbers should not be created as a substitute for these standard activities. The overhead work orders provide a method of approval for FMC’s purchases, proper assignment/tagging of tools, correct receiving/disbursements, capture costs for development of rates in subsequent years AND keeps us in compliance with the University’s Equipment Inventory Office (EIO) audit standards.

May 2015

Revised Hot Work Instructions

A revised version of the new Hot Work Phase Instruction is now available under Hot Work Permit AiM Process

Some common questions and revisions came to light as everyone started to use this new method for creating permits for hot work. The most common question was about the “Special Conditions” section. This is typed into the EXTRA DESCRIPTION field of the phase (found at the top of the View menu) and should contain information about what steps you will take to avoid a fire. Some examples are: Fire Extinguisher on site; Removed flammable materials; Proper PPE for (task); No flammable materials in area; Shielded flammable materials. The actual task being performed is given in the main Description field of the phase and should be limited to one line (32 characters) or two lines due to limited space on the printed permit.

An extra word to those who were unable to attend the sessions: this is a pilot project with the Seattle Fire Department that will allow us the ability to schedule hot work as needed and obtain the necessary permit by simply performing a task in AiM – no applications, no waiting, no per permit fees and no sending copies to anyone. If the program is successful, it will continue under this new method. Be sure to use this ‘add a phase’ method whenever you are doing hot work – and spread the word to other shops as well. Kudos to those who have been doing such a good job so far.

April 2015

New Random Bin Checks

If you have shop inventory in an MT warehouse, you don’t need to wait for an annual parts review to determine if your inventory quantities are correct or incorrect. There is a simple query you can use. The Technology Toolbox now has a link to this instruction in the Materials Management tab under the Resources section.

Updates Revised Hot Work Instructions

Some of the issues brought to light during the training sessions include: What if the two assigned people (worker and Fire Watch) are in two different shops? What if the location of the hot work is not clearly identified in the Location field on the phase? What constitutes hot work? What if an outside vendor is doing the hot work? Can this be added as a Monthly Meeting Topic? Revised instructions are here

March 2015

New Inventory Search Tool with Pictures

Another version of the Inventory Search Tool is now available – this one has pictures of the products. Please see these instructions if you would like to set this up on your AiM WorkDesk.

Other News

An additional STATUS has been added to the Material Request screen in AiM. This allows the journey person to enter a Material Request and have it previewed by their shop Lead before it is sent on in the regular approval process. The new status is TO SHOP LEAD and is optional for those shops who choose to use it. If the Shop Lead chooses to use this new status, he/she will need to inform their employees to use it and will need to add a new personal query or revise their existing personal query to include the new status.

FMC journey level staff who were using the MyUW email link to Alpine have been moved to the Exchange server and should now click on the OWA link instead. All your previous email should still be available through the OWA link.


The new Hot Work Phase instruction is being revised to accommodate when the two people being assigned are in separate AiM shops. Once this is tested and completed a new instruction will be sent out.

February 2015

Timecard Status Report for AiM WorkDesk


Did you know there is a report available for your AiM WorkDesk that shows the status of your recent timecards? Here are instruction for how you can add this report to your AiM WorkDesk.


There is a new AiM process to add a phase for any type of work that could cause a fire, known as “Hot Work.” Specific and detailed instructions will soon be emailed to Supervisors and Leads.

January 2015 News & Updates

Updates: New Aim Version and New Links


A newer version of the AiM software was recently installed. The Work Code Groups should filter correctly now and the Related Documents once again defaults the file name.

NEW LINKS have been added to the Technology Toolbox page.

There is now a link to the EH&S forms. On the Toolbox home page under the Work Resources and Tools section, click on the Facilities Services Safety Forms link and the first link on the new page is to the EH&S forms.

There is a brand new section of the Toolbox for Administrative Staff or anyone ordering computer hardware. It is found on the left column menu of the Toolbox home page titled, Life-Cycle of a Workstation. This will give you information and additional links to help assist you when ordering new computers. If you have other links or questions on this topic, send to

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