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System Setup and Configuration

The System Setup and Configuration section covers the initial setup and ongoing maintenance of the Wise Municipal Manager Base system. Proper configuration is essential for optimal system performance and compliance with municipal requirements.

Initial System Setup

Municipality setup

User Management Setup

Business Account Configuration

Job Request System Configuration

Work Department Setup

Configure departments that handle job requests:

  1. Navigate to Job Requests > Setup > Work Departments

  2. Configure each department:

    • Department Code: Unique identifier

    • Description: Department name

    • Active: Enable/disable for job requests

    • Default Responsible: Default assignee

    • Job Template: Default job setup for requests

Job Request Categories

Set up request categorization:

  1. Navigate to Job Requests > Setup > Request Categories

  2. Configure categories:

    • Category Code: Unique identifier

    • Description: Category description

    • Priority: Default priority for category

    • Department: Default department assignment

    • Time Estimate: Standard time estimation

INSERT SCREENSHOT of: Work Department setup showing active departments and default settings

Periodic Invoicing Setup

Invoice Types Configuration

Set up different types of periodic invoices:

  1. Navigate to Periodic Invoicing > Setup > Invoice Types

  2. Configure each type:

    • Type Code: Unique identifier

    • Description: Invoice type description

    • Service Item: Default service item

    • Billing Frequency: Monthly, quarterly, annual

    • Due Days: Payment terms

HMS Integration Setup

Configure Housing Management System connection:

  1. Navigate to Periodic Invoicing > Setup > HMS Configuration

  2. Configure connection:

    • Server URL: HMS system address

    • Authentication: Login credentials

    • Data Mapping: Field mapping configuration

    • Import Schedule: Automatic import timing

INSERT SCREENSHOT of: Invoice Type setup showing billing frequency and payment terms

Salary Statement Configuration

RSK Communication Setup

Configure Icelandic Tax Authority connection:

  1. Navigate to Salary Statements > Setup > RSK Configuration

  2. Configure settings:

    • Environment: Production or Test

    • Certificate Path: Digital certificate location

    • Company ID: Municipality tax ID

    • Contact Person: Technical contact information

    • Submission Schedule: Automated submission timing

Statement Types

Configure different statement categories:

  1. Navigate to Salary Statements > Setup > Statement Types

  2. Set up types:

    • Type Code: Unique identifier

    • Description: Type description

    • Default Origin: Internal, External, Manual

    • Vendor Creation: Automatic vendor setup

    • Payment Processing: Default payment terms

INSERT SCREENSHOT of: RSK Configuration showing certificate and environment settings

Workbook Configuration

Workbook Setup

Configure time tracking parameters:

  1. Navigate to Workbook > Setup > Workbook Setup

  2. Configure settings:

    • Standard Hours: Default daily hours

    • Overtime Threshold: When overtime begins

    • Time Rounding: Rounding increment

    • Approval Required: Manager approval settings

    • Job Integration: Link to job costing

Work Types

Set up different categories of work:

  1. Navigate to Workbook > Setup > Work Types

  2. Configure types:

    • Type Code: Unique identifier

    • Description: Work type description

    • Rate Multiplier: Overtime rate calculation

    • Billable: Whether work is billable

    • Job Posting: How to post to jobs

INSERT SCREENSHOT of: Workbook Setup showing standard hours and approval settings

Financial Integration Setup

General Ledger Setup

Configure GL integration:

  1. Navigate to Administration > GL Setup

  2. Review and configure:

    • Chart of Accounts: Municipal account structure

    • Posting Groups: Customer/Vendor posting setup

    • VAT Setup: Tax configuration

    • Dimension Setup: Analytical dimensions

Budget Setup

Configure budget management:

  1. Navigate to Administration > Budget Setup

  2. Set up budgets:

    • Budget Names: Annual budget identification

    • Budget Periods: Monthly, quarterly breakdown

    • Department Budgets: Budget by department

    • Project Budgets: Budget by project

INSERT SCREENSHOT of: GL Setup showing chart of accounts and posting groups

Data Import Configuration

Import Templates

Set up Excel import templates:

  1. Navigate to Data Import > Setup > Import Templates

  2. Configure templates:

    • Template Name: Identifier for template

    • File Type: Excel, CSV, XML

    • Column Mapping: Field assignments

    • Validation Rules: Data quality checks

Journal Import Setup

Configure journal import processing:

  1. Navigate to Data Import > Setup > Journal Import

  2. Set up parameters:

    • Journal Types: GL, FA, Payment, Payroll

    • Batch Names: Import batch identification

    • Posting Options: Automatic or manual posting

    • Error Handling: How to handle import errors

INSERT SCREENSHOT of: Import Template setup showing column mapping configuration

Security and Permissions

Permission Sets

Configure user permission sets:

  1. Navigate to Administration > Permission Sets

  2. Review municipal manager permissions:

    • SVE BASIC: Basic municipal manager access

    • SVE ADMIN: Administrative functions

    • SVE MANAGER: Management functions

    • SVE LIMITED: Restricted user access

User Permissions

Assign permissions to users:

  1. Navigate to Administration > Users

  2. For each user:

    • Permission Sets: Assign appropriate sets

    • User Groups: Standard BC user groups

    • Company Access: Multi-company setup

    • Date Formula: Access period restrictions

INSERT SCREENSHOT of: User Permission Sets showing municipal manager specific permissions

System Maintenance

Regular Maintenance Tasks

Daily Tasks

  • System Backup: Automated database backup

  • Error Log Review: Check for system errors

  • Performance Monitoring: Monitor system response

  • User Activity: Review user login activity

Weekly Tasks

  • Data Validation: Run data integrity checks

  • Archive Old Data: Move old records to archive

  • Update Statistics: Refresh system statistics

  • Security Review: Review user access logs

Monthly Tasks

  • System Updates: Apply patches and updates

  • Performance Optimization: Database optimization

  • Capacity Planning: Monitor system capacity

  • Backup Testing: Verify backup integrity

Performance Optimization

Database Optimization

  • Index Maintenance: Rebuild fragmented indexes

  • Statistics Update: Update query statistics

  • Cleanup Routines: Remove obsolete data

  • Compression: Enable data compression

System Tuning

  • Memory Configuration: Optimize memory usage

  • Connection Pooling: Configure connection limits

  • Cache Settings: Optimize caching strategy

  • Query Optimization: Improve slow queries

INSERT SCREENSHOT of: System maintenance dashboard showing performance metrics

Common Configuration Issues

Error: "Connection to external system failed"

Solution:

  1. Verify network connectivity

  2. Check authentication credentials

  3. Confirm system availability

  4. Review firewall settings

  5. Test with system administrator

Error: "Permission denied for user"

Solution:

  1. Check user permission sets

  2. Verify user group assignments

  3. Confirm company access rights

  4. Review object-level permissions

  5. Contact system administrator

Issue: Poor system performance

Solution:

  1. Run database maintenance routines

  2. Check system resource usage

  3. Review active user connections

  4. Optimize frequently used queries

  5. Consider hardware upgrades

Issue: Data import failures

Solution:

  1. Verify import template format

  2. Check data quality and validation

  3. Review error logs for specifics

  4. Test with smaller data sets

  5. Validate column mappings

Best Practices

Setup Practices

  • Document all configuration changes

  • Test configurations in development first

  • Keep backup of working configurations

  • Train multiple users on setup procedures

Security Practices

  • Regular review of user permissions

  • Implement least privilege principle

  • Monitor user access patterns

  • Regular password policy enforcement

Maintenance Practices

  • Schedule regular maintenance windows

  • Monitor system performance metrics

  • Keep system documentation updated

  • Plan for system growth and scaling

Proper system setup and configuration is essential for successful municipal manager operations. Regular maintenance and monitoring ensure optimal performance and reliability.