What does AIMS stand for?
AIMS is an acronym for Administrative Information Management Systems
What functions does AIMS provide?
AIMS allows users to order products and services from external suppliers (Requisitions), sell services to UM clients (Sales Orders), process your monthly salary, submit timesheets and absence (leave) transactions, visualize project and sub-project (vote) financial information, process other forms of payments, manage inventory (assets) and many other functions. Users may have any number of these functions allocated to their AIMS profile.
Who is allowed to use AIMS software?
Only employees of the University of Malta may use the software.
I have not received an email from AIMS to notify me about my pending tasks. What do I do?
Email delivery can fail for various technical reasons. Email notifications should never be used as the first (or only) contact point for AIMS related tasks. It is your duty to access AIMS and action your tasks from the My Tasks menu on a regular basis.
Simply click on the desired task and it will load. Depending on the task at hand, you may be required to approve, reject, make amendments to your requisition, etc. etc.
If you do continue experiencing AIMS e-mails not making it into your inbox, please get in touch with us. We do have the capability to see what AIMS e-mails were sent, to whom, and the exact time any such e-mails were sent. In the rare cases where e-mails were not, in fact, dispatched, we will be able to perform maintenance on the system to rectify the situation.
How do I remove a document which I uploaded by mistake?
Open a ticket, specifying the requisition number and the name(s) of the document(s) to be deleted. Documents will only be deleted if the requisition is still in progress.
I cannot open a .EML file document. How do I do it?
Kindly contact IT Services to get help on this issue.
I click on the the paperclip icon to access my documents but nothing happens. How do I go about it?
Do you have browser extensions installed, like Grammarly? If you do, try an incognito in Google Chrome or a private window in Mozilla Firefox to see if it works. If it does, uninstall any such extensions, or stick with no-tracking modes in your browser. Be aware that if you opt to use private browser windows, but allow extensions - some browsers will offer that option - you will still potentially run into problems.
A more advanced option is to leave Grammarly but tweak its settings so AIMS is not affected. Click on the image below to see a short video that shows you how to achieve this:
How do I copy report data to Excel?
For screens that include an Export button, click on Export, and choose Browser [.xlsx]. This will produce an Excel file that you can download / open on your computer.
For screens that do not include the Export button, here is an easy solution which seems to work for major browsers:
Select everything in your window by pressing Ctrl + A.
Copy to clipboard by pressing Ctrl + C.
In Excel, paste by pressing Ctrl + V.
This method will copy everything, perhaps including items you may not want. You only need to remove those, or copy the rows you are interested in and paste them in another sheet.
What types of reports are available to AIMS users?
There are mainly financial and absence reports. Information about these reports may be found in the respective manuals and video tutorials.
I can no longer access AIMS. What can I do?
There is more than one possible reason why you can no longer access AIMS. Your account may be restricted if your last employment contract expired.
If you are still employed with the University of Malta, contact both your departmental secretary and the Human Resources Management & Development Office on hrmd@um.edu.mt to ensure that your new contract has been processed.
If your contract will not be renewed, contact the Salaries department on salaries.hrmd@um.edu.mt to retrieve any payslips/FS3 papers which you may require.
For other technical queries, open a ticket here.
What does the error "Access to menu ID is denied" mean and how do I get around it?
Sometimes AIMS will inform you that "Access to menu ID XX123 (code mayvary) is denied". This means that while the system did recognize that you are the owner of the task, your account is not presently equipped with the necessary roles to action it.
In these cases, get in touch with us, and we will grant the necessary roles to your account. You will need to log out of AIMS and log back in to see the new access we would have granted you.
I have a problem with the clock-in/out system. What can I do?
The clock-in system is not maintained by AIMS Office. AIMS system only provides a report that displays your last 60 days of clock-in/out. Should you have any difficulties to clock-in/out, kindly raise a ticket with IT Services.