Breadcrumbs

Job Request System

The Job Request System manages work requests from creation to completion, providing a complete workflow for municipal maintenance, projects, and service requests.

Accessing Job Requests

Navigate to Municipality Systems > Job Requests & Workbook > Job Requests > Job Request from the Municipal Manager Role Center.

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Creating a New Job Request

Manual Creation

  1. Click New in the Job Requests list, see picture above

  2. The system automatically assigns a Request Number

  3. Enter Requester Information:

    • Requester No.: Employee or citizen ID

    • Requester Name: Full name of person making request

    • Phone No.: Contact telephone number

    • E-mail: Contact email address

Request Details

  1. Enter Request Information:

    • Short Description: Brief summary of the request

    • Description: Detailed description of work needed

    • Priority: Low, Medium, or High

    • Urgency: Normal, Urgent, or Emergency

    • Promised Date: When work should be completed

    • Promised Time: Specific time if applicable

Assignment

  1. Assign Responsibility:

    • Work Department: Department responsible for the work

    • Responsible: Person assigned to handle the request

    • Job No.: Link to Business Central Job if applicable

    • Job Task No.: Specific task within the job

Job Request Status Management

Status Types

  • New: Recently created, not yet assigned

  • In Progress: Work has begun

  • On Hold: Temporarily suspended

  • Finished: Work completed

Status Workflow

  1. New Request: Created by requester or municipal staff

  2. Assignment: Work department and responsible person assigned

  3. In Progress: Work begins, time tracking starts

  4. Completion: Work finished, request marked as complete


Priority and Urgency Management

Priority Levels

  • Low: Routine maintenance, non-critical issues

  • Medium: Standard work requests, moderate impact

  • High: Important work affecting municipal services

Urgency Levels

  • Normal: Standard processing time

  • Urgent: Expedited processing required

  • Emergency: Immediate attention needed


Integration with Jobs and Tasks

Linking to Business Central Jobs

  1. In the Job Request, select the Job No. field

  2. Choose from existing jobs or create a new one

  3. Select appropriate Job Task No. for detailed tracking

  4. Time and costs will automatically link to the job


Automatic Job Creation

The system can automatically create jobs for certain types of requests:

  • Set up automatic job creation rules in Municipality Setup

  • Define default job templates for common request types

  • Configure automatic assignment based on request category

Time Tracking and Workbook Integration

Recording Work Time

  1. Navigate to Workbook from the Job Request

  2. Enter time spent on the request

  3. Specify work type (Regular, Overtime, Machine time)

  4. Add any materials or expenses used


Resource Allocation

  • Personnel: Assign specific employees to the request

  • Equipment: Track machinery and vehicle usage

  • Materials: Record materials consumed

  • External Services: Track contractor involvement

Job Request History and Communication

Request History

View complete history of the request:

  • Status changes with timestamps

  • Assignment changes

  • Communication log

  • Work performed details


Communication Management

  • Internal Notes: Comments visible only to municipal staff

  • Customer Communication: Messages sent to requester

  • Status Notifications: Automatic updates on progress

  • Completion Notification: Automatic notice when work is finished

Reporting and Analytics

Standard Reports

  • Outstanding Requests: All pending job requests by department

  • Request by Priority: Analysis of request priorities and response times

  • Employee Workload: Requests assigned to each employee

  • Completion Analysis: Time to completion by request type


Key Performance Indicators

  • Average Response Time: From request to assignment

  • Average Completion Time: From assignment to completion

  • Request Volume: Number of requests by period

  • Department Performance: Completion rates by department

External Integration and API

Web Portal Integration

Citizens can submit requests through the web portal:

  • Online request submission form

  • Status tracking for submitted requests

  • Photo upload capability for visual requests

  • Location mapping for outdoor work

API Access

External systems can integrate via REST API:

  • Endpoint: /api/wise/sve/v1.0/jobRequests

  • Functions: Create, read, update request status

  • Authentication: Standard Business Central OAuth


Common Issues and Solutions

Error: "Cannot assign to this department"

Solution:

  1. Verify the work department exists in Department setup

  2. Ensure department is active and configured for job requests

  3. Check user has permissions for the selected department

Error: "Requester not found"

Solution:

  1. Create requester in Job Request Users if they don't exist

  2. Use email address to automatically create user record

  3. Verify requester information is complete

Issue: Time not tracking to job

Solution:

  1. Confirm Job No. and Job Task No. are correctly assigned

  2. Verify job task allows time tracking

  3. Check that workbook entries are properly linked

Issue: Status not updating automatically

Solution:

  1. Check workflow setup in Municipality Setup

  2. Verify user permissions for status changes

  3. Ensure request is properly assigned before status updates

Best Practices

Request Management

  • Assign requests promptly to avoid delays

  • Use consistent description formats for similar requests

  • Regular status updates keep requesters informed

  • Close requests promptly when work is complete

Prioritization Guidelines

  • Emergency: Safety issues, service outages

  • High: Service disruptions, critical infrastructure

  • Medium: Standard maintenance, non-critical repairs

  • Low: Cosmetic issues, routine improvements

Workload Distribution

  • Balance requests across available personnel

  • Consider skills and certifications when assigning

  • Monitor employee workload to prevent overallocation

  • Use temporary assignments for peak periods

The Job Request System streamlines municipal work management from initial request through completion, ensuring efficient resource allocation and excellent customer service.