Contractor Request

Overview

Contractor companies supply additional trucks and drivers for a snowstorm event. Bringing a contractor on board is a multi-step process shared between the SNOWiQ team (Admins and Supervisors) and the contractor company’s Contractor Manager. The steps hand off between parties, so each party is notified or can see on screen when it is their turn to act.

Step	Who	Where	What happens
1. Create the event	Admin	Event Management	A snowstorm event is created. Contractor requests are always tied to a specific event.
2. Add a contractor company	Admin or Supervisor	Contractor Requests > Company Availability	The company is added to the event, and its Contractor Manager receives an email asking for truck availability.
3. Confirm truck availability	Contractor Manager	Contractors page (link in the email)	The Contractor Manager reviews and updates the company’s trucks in Truck Management, then selects Confirm Availability. The number of available trucks by class appears in the event’s Truck Inventory.
4. Request specific trucks	Supervisor	Contractor Requests > Add Request	The Supervisor requests a number of trucks by class from a company for a specific depot and inspector. The request is created with the On-Hold status.
5. Confirm the request	Contractor Manager	Contractors page > Requests	The Contractor Manager selects Confirm on the request. Its status changes to Confirmed.
6. Check in	Contractor drivers and Supervisor	Driver App and Supervisor App	Contractor drivers log in to the Driver App and submit a check-in request, which a Supervisor confirms in Resource Management. Checked-in trucks are counted in the Check-in column.

Tracking progress

Both the Contractor Requests page and the Contractors page show a Truck Inventory table for the event, broken down by truck class (Tandem, Heavy, Medium, Light, Pickup):

Column	Meaning
Available	Trucks the company has confirmed as available for the event (step 3).
Requested	Trucks requested by Supervisors (step 4).
Confirmed	Requested trucks confirmed by the Contractor Manager (step 5).
Check-in	Confirmed trucks that have checked in for the event (step 6).
Remaining	Confirmed trucks that have not yet checked in.

The Request Status column shows where each truck-specific request stands:

Status	Meaning
On-Hold	The request has been sent and is waiting for the Contractor Manager to confirm it.
Confirmed	The Contractor Manager has confirmed the request.

The sections below describe each step in detail.

Contractor Companies Management

After a snowstorm event has been created, Admins and Supervisors can add contractor companies to support the event.

To access the Contractor Companies Management page, go to Main Menu > Administration > Event > Requests.

Only Admins and Supervisors have access to this page.

Add a Company to an Event

To add a contractor company, click Company Availability > Add Contractor Company.

Fill out the form and click the Save Changes button.

The company will be added to the event and its Contractor Manager will receive an email notification requesting information on a truck’s availability.

Add a Truck Specific Request

Supervisors can send truck-specific requests to contractor companies.

To do so click on the Add Request button, then fill out the form which specifies company and amount of trucks by class.

After a Supervisor has added a contractor company to support an upcoming snowstorm event, the Contractor Manager will receive an email notification asking to first update and confirm truck availability.

After clicking a link provided in the request email, the Contractor Manager user will access Contractors page.

This page is designed for Contractor Managers, but can also be accessed by a Supervisor on a manager’s behalf.

This page can also be accessed under Main Menu > Administration > Contractors.

Confirm Truck Availability

To confirm truck availability, a Contractor Manager needs to first review and update all the company trucks existing in the truck management module of the system.

After truck availability is submitted, the Supervisor will see that the company has verified availability.

Confirm a Request

Lastly, the Contractor Manager must provide confirmation of a truck specific request from the Supervisor.

Once confirmed by the Contractor Manager, the Supervisor will see the request status change to Confirmed.