A.I.M.S.
Computer Software
Online Manual
This on-line manual is not intended to replace the printed manual which comes with your A.I.M.S. program, but is a simplified guide to the most commonly used functions. All of the instructions given in the guide assume that you are starting from the main A.I.M.S. starting screen--the one with the five large coloured Drawings, Technical Queries, Instructions, Correspondence, and Quit pushbuttons. With A.I.M.S. version 6.02 or later, you will have to input a password to get to this screen (the password with a new copy of the program is "aims"): With version 6.01 or earlier, the starting screen will be displayed without the need for any password. Once you have completed any task, clicking on the red pushbutton (usually labelled Quit, Cancel or Finished) will take you back to the previous screen.
Use the index below to jump instantly to the topic you wish to see, or scroll down the screen to review them all in alphabetical order.
Add an Architect's Instruction: Click on the Instructions pushbutton; click on the AI File pushbutton; click on the Add pushbutton; type in the originator's acronym and a unique reference for the instruction; click on the Add pushbutton; type in the remaining data for the instruction; click on the O.K. pushbutton.
Add a Confirmation of Instruction: Click on the Instructions pushbutton; click on the CoI File pushbutton; click on the Add pushbutton; type in the work package reference and accept or overtype the reference number and cumulative number offered by the program; click on the Add pushbutton; type in the remaining data for the instruction; click on the O.K. pushbutton.
Add a destination: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Destinations File pushbutton; click on the Add pushbutton; type in a new unique acronym (up to 4 characters long) and the name of the destination (usually a company, but could be a department or a person); click on the Add pushbutton; the program will check that your acronym has been used before and if not will move on to the full destination screen; fill in as much or as little data as you wish; click on the O.K. pushbutton; the new destination information will be added to the file.
Add a distribution list/Create a distribution Matrix: (A distribution matrix is simply a set of two or more distribution lists.) Click on the Drawings pushbutton; click on the Distribution Matrix pushbutton; click on the Add pushbutton; input as many destinations and numbers of copies as you want in your list by chosing each acronym in turn from the list at the right, setting the number of copies, then clicking on the Add to List pushbutton; when you have all the destinations you want, click on the Save pushbutton; type in a unique name for this list; click on the Save pushbutton; the new distribution list will be added to the distribution matrix.
Add a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; click on the Add pushbutton; type in the reference and revision of the drawing, and select a status from the drop-down list; click on the Add pushbutton; the program will check that the drawing reference and revision is not already in the file and if not will move on to the full drawings screen; fill in as much of the remaining information about the drawing as you wish (most of it will already be filled in by the program if a different revision of the drawing already exists, but you can edit it); click on the O.K. pushbutton; the new drawing details will be added to the file.
Add an element: Click on the Drawings pushbutton; click on the Element/Work Con pushbutton; click on the Add Element pushbutton; type in the new element code and its description; click on the O.K. pushbutton; the new element code and description will be added to the file.
Add an Instruction Order: Click on the Instructions pushbutton; click on the IO File pushbutton; click on the Add pushbutton; type in the work package reference and accept or overtype the reference number and cumulative number offered by the program; click on the Add pushbutton; type in the remaining data for the instruction; click on the O.K. pushbutton.
Add a keyword: Click on the Correspondence pushbutton; click in the Incoming or Outgoing pushbutton, as appropriate; click on the Keywords pushbutton; input a new keyword in the box near the bottom of the screen, click on the Add to list pushbutton; if the word is acceptable (no duplicates) it will be added to the list of keywords at the left; repeat the operation for further keywords if required.
Add a Query Sheet: Click on the Technical Queries pushbutton; click on the Query Sheets File pushbutton; click on the Add pushbutton; type in the references for consultant, work package, and work package manager appropriate to the query; click on the Add pushbutton; the program will allocate a cumulative number which will form the last part of the reference; type in the remaining data for the query; click on the O.K. pushbutton.
Add a Request for Information: Click on the Technical Queries pushbutton; click on the R.F.I. File pusbutton; click on the Add pushbutton; type in a reference for the company issuing the R.F.I., and its reference number; click on the Add pushbutton; type in the remaining data for the R.F.I.; click on the O.K. pushbutton.
Add a revision to a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; when the drawing you wish to add a new revision to is displayed on the screen, click on the Add Rev pushbutton; input the new revision and change the status code if necessary; click on the Add pushbutton; the program will check that the new revision is not already in the file and if not will move on to the full drawings screen; edit as much of the remaining information as you wish; click on the O.K. pushbutton; the new revision data will be added to the file. (You can also add a new revision by using the Add pushbutton, but you will then have to input the drawing reference as well as the revision.)
Add a site: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Utilities pushbutton; click on the Sites pushbutton; click on the Add New Site pushbutton; type in the name of the new site (up to 8 characters); click on the Add pushbutton; a new site directory will be created and added to the drop-down list of sites. To access it, you will have to change site from the one the program is currently using.
Add a work contract: Click on the Drawings pushbutton; click on the Element/Work Con pushbutton; click on the Add Work Con pushbutton; type in the new work contract code and its description; click on the O.K. pushbutton; the new work contract code and description will be added to the file.
Add incoming correspondence: Click on the Correspondence pushbutton; click on the Incoming pushbutton; click on the Add pushbutton; input data in the appropriate boxes.
Add outgoing correspondence: Click on the Correspondence pushbutton; click on the Outgoing pushbutton; click on the Add pushbutton; input data in the appropriate boxes.
Architect: In the A.I.M.S. suite of programs the term Architect is used to describe the person responsible for day-to-day control of the design and administration of the project. Depending on the form of contract in use, the title of the person or organisation filling this role could be Resident Engineer, Engineer, Project Manager, etc.
Architect's Instruction (AI): An instruction given under the terms of the contract by the Architect. For the purposes of the A.I.M.S. information management system, this also covers instructions given by any other authority such as Engineer, Project Manager, or Client.
Browse the drawings file: Click on the Drawings pushbutton; click on the Drawings File pushbutton; click on the Locate pushbutton; click on the Proceed pushbutton without typing anything into the selection boxes; drawings data will then be displayed in a browse layout, several at a time. You can scroll up and down the list to see more drawings, and across to see more data for each drawing, using the scroll bars at the right and bottom.
Change a site name: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Utilities pushbutton; click on the Sites pushbutton; in the list at the left, highlight the site whose name you want to change (but not the Default site) by clicking on it; click on the Change Site Name pushbutton; type in the new name for the site; click on the Rename pushbutton; the site name will be changed.
Change drive for data: The default location for the data used by the A.I.M.S. program is c:\aims\data, with other directories according to sites which have been added by the user, such as c:\aims\mysite. The data can be moved to another drive, for instance if you want it to be used by other users on a network, but must be structured exactly as in the default case e.g. h:\aims\data, h:\aims\mysite,etc. The data files (i.e. all the .dbf .dbt and .mdx files in the c:\aims\data and c:\aims\mysite directories but not the c:\aims\langdrv directory or any of its files) are moved using Windows Explorer into corresponding directories created in the new drive. The A.I.M.S. program then needs to be told where they are as follows: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Utilities pushbutton; click on the Dir pushbutton; double-click on the drive name and replace it with the name of the new drive onto which the files have been stored; click on the O.K. pushbutton; A.I.M.S. will use the new drive as its default for data until you change it again.
Change password: (Version 6.02 onwards.) The default password for a new copy of A.I.M.S. is "aims". To change the password, click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Utilities pushbutton; click on the Password pushbutton; input the old password, then your new password twice; click on the Continue pushbutton to change to the new password, or Quit to abandon the operation. The program will not change the password if the two inputs you made are not identical.
Change site: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the down-arrow at the right side of the box labelled "Site" near the bottom of the screen; click on the name of whichever site you want to change to (you may have to scroll up and down to see the whole list); the chosen site's name will be displayed in the box in place of the one which was displayed previously, and the program will display the records for that site. If the site you wish to change to is not available in the list, you will have to add it as a new site first.
Confirmation of Instruction (CoI): This is also known as a Confirmation of Verbal Instruction (cvi). It is a confirmation given in writing by the receiver of a verbal instruction to the person who gave it: In most forms of contract, a Confirmation of Instruction has the same effect as an Architect's Instruction if it is not challenged by the giver of the verbal instruction within a stated period, and the giver was a person authorised (either directly, or by delegation) to issue instruction. In A.I.M.S. it has a link to Architect's Instruction because nowadays most issuers of instructions generally follow up verbal instructions with written ones irrespective of whether the contract requires it.
Create a distribution list: Click on the Drawings pushbutton; click on the Distribution Matrix pushbutton; click on the Add pushbutton; in the list of destination acronyms at the right highlight the first one you wish to put into the new list by clicking on it; in the number box below the destinations list select the number of copies you wish that destination to receieve; click on the Add to List pushbutton and the destination and number of copies will be placed in the first vacant cells in the list at the left; repeat the selection and Add to List process until you have placed all required destinations into the list; click on the Save pushbutton; type in a name for this list; click on the Save pushbutton; the new distribution list will be added to the distribution matrix.
Current: The most recent edition of a particular drawing, as indicated by the revision code of the drawing, is the current one. All other version of the drawing which are not current are referred to as superseded. The date on which a drawing is input into the A.I.M.S. system does not determine whether or not it is current, so drawings can be input in any order such as when one is catching up on a backlog. If the current version of a drawing has been submitted for approval but has not yet been approved for construction (i.e. its status code is "S"), the immediately previous version of the drawing will also be tagged current provided it has been approved for construction (i.e. its status code is "AA" or "AB"). This is to avoid the situation where a drawing becomes superseded, and therefore cannot be used for construction, just because a new revision has been submitted for approval.
Delete a destination: Destinations cannot be deleted. The reason for this is that, when drawings are issued, a record is kept of the destination acronyms to which they were issued. If a destination were subsequently deleted, there would be no record remaining of the name and details of the destination to which the acronym relates.
Delete a distribution list: Click on the Drawings pushbutton; click on the Distribution Matrix pushbutton; using the navigation pushbuttons or the Locate pushbutton, go to the list you wish to delete; click on the Delete pushbutton; the distribution list displayed at the time will be deleted.
Delete a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; using the navigation pushbuttons or the Locate pushbutton, go to the drawing you wish to delete; click on the Delete/Erase pushbutton; click on the Delete pushbutton; the selected drawing will be retained in the file but will be marked as deleted. (See also Erase a drawing.)
Delete a site: Click on the Drawings pushbutton (or Technical Queries or Instructions or Correspondence pushbutton); click on the Utilities pushbutton; click on the Sites pushbutton; in the list at the left, highlight the site you want to delete (but not the Default site) by clicking on it; click on the Delete a Site pushbutton; type in the new name for the site; click on the Delete pushbutton; click on the Delete pushbutton; the site directory and all its data will be deleted. The same result can be achieved by using Windows Explorer to delete the appropriate site directory, or better still, to move it to another location such as an archive directory. If the archive directory is anywhere other than in the \aims directory which holds the rest of your A.I.M.S. data, the site will no longer be read by the program.
Destination: In A.I.M.S. a destination is any party involved with the documents which are recorded in the system; it can be a recipient, an issuer, a checker, or approver. A file of destination names and addresses is kept within the system and is referenced automatically by the four main program modules whenever an acronym is input.
Distribution matrix: A collection of distribution lists; to create a manual distribution matrix you would list all possible destinations down the left side of a piece of paper then create a separate column for each different class or group of drawings, you would then fill in against each destination how many copies they need to receieve in each different column; in the A.I.M.S. electronic version destination acronyms are used and each class of drawing is given a name, each vertical column is then referred to as a distribution list; the collection of distribution lists is referred to as the distribution matrix.
Drawing: A drawing is a drawing! But, so far as the A.I.M.S. Drawing Register module is concerned, it can be anything which needs to be registered and controlled by means of unique references and revision codes, and where only the latest version is valid for the intended purpose. So, as well as drawings, the Drawing Register can be used for managing specifications, procedures, legal documents, etc.
Drawing status: The status of a drawing is designated by a one or two-character code as follows: C=for Construction; I=for Information; T=for Tender; P=Preliminary; S=Submitted for Approval; AA=Approved status A; AB=Approved status B; AC=Approved status C; RD=Record Drawing (or as-built); F=Future drawing. The program determines from the drawing's revision and its status whether it is Current or Superseded, and flags it accordingly. In general, the drawing with the latest revision is Current, but if the Current drawing is not valid for construction (status S or AC) and the previous one is valid for construction (status C, AA, or AB), the previous one is also flagged as Current. This avoids a drawing which is currently being used for construction being designated Superseded just because a later revision has been submitted for approval but not yet been approved.
Edit a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; using the navigation pushbuttons or the Locate pushbutton, go the the drawing you wish to edit; click on the Edit Details pushbutton; edit whatever data (except drawing reference, revision, and status) you wish; click on the O.K. pushbutton; your changes will be saved.
Element: An element is usually a geographic part of the work, perhaps a wing or a floor of a building; or a distinct part of the constuction sequence such as foundations. Defining elements and applying individual drawings to them can assist you in sorting the drawings for reports, since in the Reports screen you can use the element as a selector. To simplify matters in inputting data, elements are each given a unique four-character code which is generally used in the A.I.M.S. screens, and a fuller description of the element is held in the database so that it can be used automatically in section headings in reports. Element has no impact on the drawings data, other than being a code which can be used for sorting and selecting for reports; it can therefore represent anything you want it to, such as phase of the works or the name of the foreman in charge of part of the works. Used in conjunction with the Work Contract field it gives greater flexibility to categorising, sorting, and selecting the drawings.
Erase a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; using the navigation pushbuttons or the Locate pushbutton, go the the drawing you wish to erase; click on the Delete/Erase pushbutton; click on the Erase pushbutton; the selected drawing will be deleted from the file. (See also Delete a drawing.)
Instruction Order (IO): An instruction order is an instruction given by a contractor to one of his sub-contractors. It can be initiated by the contractor wanting the sub-contractor to do something, or may be issued by the contractor as a direct result of an instruction given to him by a higher authority (e.g. an architect's instruction). In some companies and in some forms of contract this type of instruction may be called a site instruction.
Issue a drawing: Click on the Drawings pushbutton; click on the Issue Drawings pushbutton; edit the Purpose of issue, Date comment required, Notes to be printed, and 3rd-party issuer details as required, choosing from the drop-down lists where applicable; in the list of drawings at the right, highlight a drawing that you wish to issue by clicking on it; click on the Add to List pushbutton and it's reference, current revision, and status will be added to the first vacant row of the list at the left; continue to add further drawings to the list until you have filled the list or have added all the drawings you want to issue; click on the Proceed pushbutton; ensure that the Create a specific destination list box is marked, then select a destination from the list at the right, in the box below the list select the number of copies you want that destination to have; click on the Add to List pushbutton and the destination's acronym and number of copies will be added to the first vacant row of the list at the left; continue to add further destinations and numbers of copies to the list as required; click on the Proceed pushbutton; select what format you want the transmittal sheet to take (a single sheet, not addressed to any specific party, but listing all drawings followed by a list of who they are to go to; or a single sheet summarising the drawings and destinations, for print ordering purposes, followed by a separate sheet for each party, addressed to the party, listing the drawings, optionally showing the full distribution list for the drawings, and including a receipt slip at the bottom of the page); click on the Proceed pushbutton.
Keyword: A word, defined by the user, to assist in classifying entries in the Correspondence file. Keywords are stored in their own file and, once in that file, can be used to clasify individual items of correspondence. The keyword file will not permit the entry of similar words, such as capital and lower-case versions of the same word, or singular and plural versions of the same word, to limit the chance of confusion when categorising entries.
Locate a drawing: Click on the Drawings pushbutton; click on the Drawings File pushbutton; click on the Locate pushbutton; to locate a single drawing, type its reference in the yellow box labelled "References from", to locate a group of drawings type selection data in as many of the boxes as appropriate; click on the Proceed pushbutton; the selected drawing(s) will be displayed in browse layout. If none are found which match the specification(s), an error message will be displayed to say so.
Navigation pushbuttons: When displaying a single record on the screen (drawings, destinations, technical queries, etc.) you can move from one record to another by using the Next, Previous, Top, and Bottom pushbuttons. Clicking on them moves you on to the next record, back to the previous record, back to the top of the file (the first record), or forward to the bottom of the file (the last record).
Password: (From version 6.02 onwards.) When the A.I.M.S. program is started the user is requested to input a password. If no password, or an incorrect password, is input the program will open in read-only mode. The default password for a new copy of A.I.M.S. is "aims": Go to the section on Change Password to see how to change it.
Planned issue date: The date on which the producer of a drawing plans to issue it to you. In A.I.M.S. version 6.01 and earlier it is a single date which you can input when you give a drawing status "F" (for "Future issue"). In A.I.M.S. version 6.02 and later it can be three dates corresponding to three different issues of any particular drawing -- when it issued with "Preliminary" status, "Information" status, and "Construction" status. A.I.M.S. will then register when each status of the drawing is received, irrespective of what revision code it has, and the data can be used to print tracking reports of when drawings were received and which are overdue. A count of overdue drawings is also shown on the startup screen.
Print a report: Click on the Drawings, Technical Queries, Instructions, or Correspondence pushbutton, depending on the subject of your report; click on the Reports pushbutton; fill in your selection criteria - leaving a box empty means that all drawings of that category will be selected; click on the buttons to select the type of report you want, and its destination; click on the Proceed pushbutton; if you have selected to send the report to printer, a screen will be displayed showing how many drawings match the selection you have made; click on the Print pushbutton; select your printer and options on the Windows printer selection menu, and click on the OK pushbutton; your selected report will be printed with headings showing your company and site names, your selection criteria, and date.
Query Sheet: This is a technical or contractual query from the contractor to a higher authority, such as architect. It may be passing on the subject of a Request for Information which has been submitted by a sub-contractor.
Read Only: A read-only version of A.I.M.S. version 6.01 or earlier is available if you want to share its data on a network but ensure that only certain users are able to modify the data. With version 6.02 onwards, this functionality is achieved by requiring the user to input a password to gain read/write/edit status; without the password A.I.M.S. is read-only.
Request for Information (RFI): This is a technical or contractual query from a sub-contractor to the contractor. If the contractor is unable to answer the query, he may have to submit it to a higher authority in the form of a Query Sheet.
Site: Site refers to the construction site where the A.I.M.S. program is being used, or the construction sites whose documents are being managed. If A.I.M.S. is being used on a construction site, then all drawings will probably be held in the Default site within the program: If A.I.M.S. is used in a head or regional office to manage the documents for several construction sites, each site's documents can be held in a separate site directory in the program (see Add a new site, Change site).
Superseded: When a new revision of a drawing is received or issued, all previous issues (with a lower or ealier revision code) of the same referenced drawing become out of date and are not to be used for construction. They are superseded by the drawing with the higher or later revision code. The only exception to this rule is if the new drawing is one which needs to be formally approved by the architect before being used for construction, in which case the previous copy of the drawing is not superseded until the later one is approved. The A.I.M.S. programme automatically determines whether or not a drawing is superseded, and marks it "superseded" or "current" on the screen.
Technical query: A query raised by contractor or sub-contractor to the party with whom he is contracted. Usually it relates to information which is not clear, or is in conflict, in the drawings, specifications, or contract documents, and needs to be answered to enable work to continue. In the A.I.M.S. technical query register, queries raised by the contractor to the architect are referred to as Query Sheets, whilst those raised by a sub-contractor to the contractor are referred to as Requests for Information. The two may be related, as the contractor may on some occasions not have the information to enable him to answer a Request for Information, and may have to refer it upwards by raising a corresponding Query Sheet.
View drawing revisions: Click on the Drawings pushbutton; click on the Drawings File pushbutton; using the navigation pushbuttons or the Locate pushbutton, go to the drawing whose revision history you wish to view; click on the Revisions pushbutton; a window will be opened displaying the other revisions of the displayed drawing, and their dates.
View issue history: Click on the Drawings pushbutton; click on the Drawings File pushbutton; using the navigation pushbuttons or the Locate pushbutton, go to the drawing whose issue history you wish to view; click on the Issues pushbutton; a window will be opened displaying the reference numbers of issue sheets which have included this drawing.
Work Contract: A work contract is usually a sub-division of the works which is being carried out by a specific contractor or sub-contractor. Defining work contracts and applying individual drawings to them can assist you in sorting the drawings for reports, since in the Reports screen you can use the work contract as a selector. To simplify matters in inputting data, work contracts are each given a unique four-character code which is generally used in the A.I.M.S. screens, and a fuller description of the work contract is held in the database so that it can be used automatically in section headings in reports. Work contract has no impact on the drawings data, other than being a code which can be used for sorting and selecting for reports; it can therefore represent anything you want it to, such as phase of the works or the name of the foreman in charge of part of the works. Used in conjunction with the Element field it gives greater flexibility to categorising, sorting, and selecting the drawings.
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