Your Service Request Management Data Template
Your Service Request Management Data Template
- Recommended attributes for comprehensive analysis
- Key activities to track for process discovery
- Extraction guidance for Jira Service Management
Service Request Management Attributes
| Name | Description | ||
|---|---|---|---|
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Activity
ActivityName
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The name of the specific event or task that occurred within the service request lifecycle. | ||
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Description
This attribute describes the specific action or status transition that took place at a point in time for a service request. Examples include 'Request Created', 'Request Assigned', 'Solution Implemented', and 'Request Closed'. Analyzing the sequence and frequency of these activities is the core of process mining. It allows for the visualization of process maps, identification of bottlenecks, and detection of deviations from the standard workflow, which is critical for understanding process efficiency and compliance.
Why it matters
It defines the steps in the process, enabling the visualization of the process map and the analysis of workflow patterns and deviations.
Where to get
Typically derived from the 'status' transition history of a Jira issue. Each entry in the issue's changelog for the status field represents an activity.
Examples
Request TriagedInformation RequestedSolution ImplementedService Request Closed
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Service Request ID
ServiceRequestId
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The unique identifier for each service request, serving as the primary key for all related events. | ||
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Description
The Service Request ID, often called the Issue Key in Jira, uniquely identifies each individual service request submitted by a user or system. It serves as the central thread linking all subsequent events, from initial logging to final closure, allowing for a complete, end-to-end analysis of each service request's journey. In process mining, this ID is essential for case correlation. It ensures that every activity, status change, and timestamp is correctly associated with the specific request it belongs to, forming a coherent process instance for analysis.
Why it matters
This ID is the fundamental case identifier that connects all related activities into a single end-to-end process flow, making process analysis possible.
Where to get
This is the 'key' field for an issue in Jira Service Management.
Examples
SR-2023-001IT-45892HELP-105
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Start Time
EventTime
|
The precise date and time when a specific activity or event occurred. | ||
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Description
The Start Time, or event timestamp, records the exact moment an activity happened. This is a critical component for any process mining analysis, as it provides the temporal context for the entire process. This timestamp is used to order events sequentially, calculate the duration between activities, measure total case cycle times, and analyze process performance against time-based targets like SLAs. Without accurate timestamps, it is impossible to understand process flow, identify delays, or measure efficiency.
Why it matters
This timestamp is essential for ordering events, calculating durations and cycle times, and identifying process bottlenecks.
Where to get
This is the timestamp associated with each status transition in the Jira issue changelog. The issue creation time is the 'created' field.
Examples
2023-10-26T10:00:00Z2023-10-26T10:15:32Z2023-10-27T14:20:05Z
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Last Data Update
LastDataUpdate
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The timestamp indicating when the data was last refreshed from the source system. | ||
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Description
This attribute records the date and time of the most recent data extraction from Jira Service Management. It provides crucial context for the freshness of the analysis and the data contained within the dashboards and KPIs. In any analysis, knowing the data's timeliness is essential for making informed decisions. This timestamp helps users understand if they are looking at real-time information or a snapshot from a previous point in time, which affects the relevance of the findings.
Why it matters
Indicates the freshness of the data, ensuring that analyses are based on up-to-date information.
Where to get
This is a metadata field generated and stored by the data extraction tool or script at the end of its run.
Examples
2023-10-27T02:00:00Z2023-10-28T02:00:00Z
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Source System
SourceSystem
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The system from which the service request data was extracted. | ||
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Description
This attribute identifies the origin of the data, which in this case is Jira Service Management. While it may seem trivial when analyzing data from a single source, it becomes crucial when merging process data from multiple systems. For analysis, it helps in tracing data lineage and ensuring data quality. It also allows for filtering and comparing processes that might span or interact with different software platforms.
Why it matters
Identifies the data's origin, which is crucial for data governance and when combining process data from multiple enterprise systems.
Where to get
This is typically a static value added during the data extraction and transformation process to label the dataset's origin.
Examples
Jira Service ManagementJiraSM
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Assignee
Assignee
|
The user or agent currently assigned to work on the service request. | ||
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Description
The Assignee is the individual responsible for the next action or the resolution of the service request. The value of this attribute can change multiple times throughout the request's lifecycle as it is handed off between different agents or teams. This attribute is critical for workload analysis, performance measurement, and resource management. It allows for filtering the process by agent, comparing resolution times across individuals, and identifying potential training needs or workload imbalances that cause bottlenecks.
Why it matters
This attribute is vital for analyzing agent workload, measuring individual performance, and understanding resource allocation.
Where to get
This corresponds to the 'assignee' field on a Jira issue.
Examples
Alice JohnsonBob WilliamsUnassigned
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Request Priority
RequestPriority
|
The priority level assigned to the service request, such as Low, Medium, High, or Critical. | ||
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Description
Request Priority indicates the urgency and business impact of a service request. This classification determines the order in which requests are handled and often dictates the target resolution times and SLAs. In process analysis, priority is a key dimension for segmentation. It allows for comparing cycle times and SLA adherence across different priority levels, ensuring that high-priority requests are indeed being processed faster and meeting their targets. This helps validate the effectiveness of the prioritization system.
Why it matters
Allows for segmenting analysis to ensure that high-priority requests are handled more quickly and meet stricter service levels.
Where to get
This corresponds to the 'priority' field on a Jira issue.
Examples
HighestHighMediumLow
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Request Status
RequestStatus
|
The current status of the service request in its lifecycle. | ||
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Description
This attribute represents the current state of a service request, such as 'Open', 'In Progress', 'Waiting for Customer', or 'Resolved'. It provides a snapshot of where the request is at any given time. While the activity log provides the historical flow, the current status is useful for analyzing open workloads and identifying items that are stuck. For example, analysis can focus on requests that have been in the 'Waiting for Vendor' status for an unusually long time, highlighting external dependencies and delays.
Why it matters
Provides a current snapshot of each case, enabling analysis of work-in-progress and identifying stalled or aging requests.
Where to get
This is the 'status' field on a Jira issue.
Examples
OpenIn ProgressPending CustomerResolved
|
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Request Type
RequestType
|
The classification of the service request, such as 'Access Request' or 'Hardware Issue'. | ||
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Description
Request Type categorizes the service request based on its nature. This is a fundamental dimension for analysis, as different types of requests often have distinct resolution processes, SLAs, and resource requirements. By segmenting the process analysis by Request Type, organizations can tailor improvements to specific workflows. For instance, the bottleneck for a 'Password Reset' request will be very different from that of a 'New Server Provisioning' request. This attribute is key to building relevant dashboards like 'Resolution Quality by Category'.
Why it matters
This attribute is essential for comparing processes, workloads, and performance across different categories of service requests.
Where to get
This often corresponds to the 'issuetype' field in Jira or a custom 'Request Type' field in Jira Service Management.
Examples
Request a new accountGet IT helpOnboard a new employee
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SLA Due Date
SlaDueDate
|
The target date and time by which the service request should be resolved according to its SLA. | ||
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Description
The SLA Due Date is a calculated timestamp that represents the deadline for resolving a request. This is determined by the request's priority, type, and the specific Service Level Agreement (SLA) policies configured in Jira Service Management. This attribute is fundamental for the 'Service Request SLA Performance' dashboard and the 'SLA Adherence Rate' KPI. By comparing the actual resolution time with this due date, the system can determine whether each request was completed on time, was late, or is at risk of breaching its SLA.
Why it matters
This is the benchmark for measuring performance. It directly supports the calculation of SLA compliance and helps prioritize work.
Where to get
SLA information is managed by Jira Service Management and is accessible via the API, often stored in custom fields that update dynamically.
Examples
2023-10-28T16:00:00Z2023-11-01T09:00:00Z
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Assigned Team
AssignedTeam
|
The team or group responsible for handling the service request. | ||
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Description
This attribute specifies the team assigned to a request, which is often a higher-level grouping than the individual assignee. This is useful for analyzing performance at a team level, such as comparing the First-Level Support team with the Network Operations team. This dimension is crucial for dashboards like 'Agent Workload and Resolution Metrics'. It allows for aggregating performance metrics at the team level, facilitating fair comparisons and understanding how different teams contribute to the overall service delivery process.
Why it matters
Enables performance analysis and workload balancing at a team or department level, rather than just by individual agent.
Where to get
This may be a custom field in Jira (e.g., 'Team') or derived from the assignee's user profile attributes.
Examples
IT Support - Tier 1Infrastructure TeamApplication Support
|
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Case Cycle Time
CaseCycleTime
|
The total time elapsed from the creation to the final closure of a service request. | ||
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Description
Case Cycle Time is a calculated metric that measures the total duration of a service request's lifecycle. It is typically calculated as the difference between the 'Service Request Closed' timestamp and the 'Service Request Created' timestamp. This is one of the most important KPIs in process mining, directly supporting the 'Average Service Request Cycle Time' KPI and the 'Service Request End-to-End Cycle Time' dashboard. It provides a high-level measure of overall process efficiency and customer wait time.
Why it matters
This is a primary KPI for measuring overall process efficiency and the end-to-end customer experience.
Where to get
Calculated during data transformation by subtracting the creation timestamp from the final closed timestamp for each case.
Examples
864003600007200
|
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Channel
Channel
|
The submission method used to create the service request, such as Email, Portal, or API. | ||
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Description
The Channel attribute identifies how a service request entered the system. Common channels in Jira Service Management include the customer portal, email, or direct creation by an agent. Analyzing the process by channel is important for understanding user behavior and optimizing service delivery. It can reveal if requests from certain channels take longer to resolve or require more clarification, potentially indicating a need for better forms on the portal or improved email parsing rules. This supports the 'Service Request Throughput Trends' dashboard.
Why it matters
Helps analyze if the submission channel impacts resolution times, request clarity, or overall process efficiency.
Where to get
This information is available in Jira Service Management via the 'Request channel type' field. It may require specific API access or be stored in a custom field.
Examples
portalemailapi
|
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Is Reopened
IsReopened
|
A boolean flag that indicates if a service request was reopened after being resolved. | ||
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Description
This calculated attribute is a true/false flag that is set to true if a request's workflow includes a 'Request Reopened' activity. It is derived by analyzing the sequence of activities for each case. This flag is essential for calculating the 'Service Request Reopen Rate' KPI and for powering the 'Reopened Service Request Volume' dashboard. A high reopen rate is a strong indicator of poor first-time resolution quality, leading to rework and decreased customer satisfaction. Analyzing which types of requests or resolutions are associated with this flag can pinpoint areas for improvement.
Why it matters
Directly measures rework and first-time resolution quality, which are key indicators of process effectiveness and customer satisfaction.
Where to get
Calculated during data transformation by checking if the sequence of activities for a case contains a 'Reopened' transition after a 'Resolved' transition.
Examples
truefalse
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Organization
Organization
|
The customer organization or internal department that the reporter belongs to. | ||
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Description
This attribute groups reporters into organizations or departments. Jira Service Management has a built-in 'Organizations' feature that allows agents to manage requests from multiple customers or internal teams. Analyzing by organization provides valuable business context. It can help identify which customers or departments consume the most support resources, whether any specific groups are experiencing recurring issues, and if SLAs are being met consistently across different business units.
Why it matters
Facilitates analysis of service demand and performance by customer or internal department, providing key business insights.
Where to get
This data comes from the 'Organizations' field associated with the service request in Jira Service Management.
Examples
Acme CorporationFinance DepartmentGlobal Tech Inc.
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Reporter
Reporter
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The user who initially created or reported the service request. | ||
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Description
The Reporter is the individual, often an end-user or customer, who submitted the service request. This attribute identifies the stakeholder who initiated the process. In analysis, the Reporter can be used to understand request patterns from different users, departments, or customer segments. It helps answer questions like 'Which departments submit the most requests?' or 'Are specific users repeatedly facing the same issues?'. This information is valuable for proactive problem management and improving user training.
Why it matters
Identifies the request originator, enabling analysis of request volumes and types by user, department, or customer.
Where to get
This corresponds to the 'reporter' field on a Jira issue.
Examples
Charles DarwinMarie CurieIsaac Newton
|
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Resolution
Resolution
|
The final outcome or conclusion of a resolved service request. | ||
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Description
The Resolution field indicates why a service request was closed. Common values include 'Done', 'Won't Do', 'Duplicate', or 'Cannot Reproduce'. It provides closure details beyond just a 'Resolved' or 'Closed' status. Analyzing resolutions helps in understanding the quality and nature of outcomes. For example, a high number of 'Duplicate' resolutions might signal an issue with the request submission process, while tracking which resolutions lead to reopened requests can highlight ineffective solutions.
Why it matters
Provides context on the outcome of a request, helping to analyze resolution quality and identify trends in why requests are closed.
Where to get
This corresponds to the 'resolution' field on a Jira issue, which is typically set when the issue transitions to a 'done' status category.
Examples
DoneWon't DoDuplicateFixed
|
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SLA State
SlaState
|
Indicates whether the service request met, breached, or is within its defined SLA. | ||
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Description
SLA State is a calculated attribute that categorizes each service request based on its performance against its SLA deadline. Possible values include 'Met', 'Breached', or 'In Progress'. It is determined by comparing the resolution timestamp to the 'SlaDueDate'. This is the core attribute for the 'Service Request SLA Performance' dashboard and is used to calculate the 'SLA Adherence Rate' KPI. It provides a clear, at-a-glance view of service level compliance, which is critical for reporting, contract management, and maintaining service quality.
Why it matters
Provides a clear and immediate indicator of SLA performance, which is a critical measure of service quality and contractual compliance.
Where to get
Calculated during data transformation. If the resolution time is before the 'SlaDueDate', the state is 'Met'; otherwise, it is 'Breached'.
Examples
MetBreachedIn Progress
|
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Triage to Assignment Time
TriageToAssignmentTime
|
The duration between when a request was triaged and when it was assigned to an agent. | ||
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Description
This is a calculated duration metric that measures the efficiency of the initial handling and routing phase of a service request. It is calculated as the time difference between the 'Request Assigned' activity and the 'Request Triaged' activity. This metric is the basis for the 'Average Triage-to-Assignment Time' KPI and the 'Triage and Assignment Efficiency' dashboard. A long duration here can indicate a bottleneck in the service desk's intake process, such as insufficient staff for triaging or delays in determining the correct team for assignment.
Why it matters
Measures the efficiency of the crucial first steps of request handling, highlighting delays before work can even begin.
Where to get
Calculated during data transformation by subtracting the timestamp of the 'Request Triaged' event from the 'Request Assigned' event.
Examples
3009001800
|
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Vendor Engagement Duration
VendorEngagementDuration
|
The total time a service request spent waiting on an external vendor. | ||
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Description
This is a calculated metric that sums the total time a service request was in a state indicating it was with an external vendor. It is calculated by finding the duration between 'Vendor Engagement Started' and 'Vendor Engagement Ended' activities, and summing these durations if they occur multiple times within a single case. This attribute is essential for the 'External Vendor Engagement Delays' dashboard and the 'Average External Vendor Time' KPI. It helps quantify delays caused by third-party dependencies, which is critical for managing vendor relationships and setting realistic customer expectations.
Why it matters
Isolates and quantifies delays caused by external dependencies, providing data to manage vendor performance and improve forecasting.
Where to get
Calculated during data transformation by measuring the time between 'Vendor Engagement Started' and 'Vendor Engagement Ended' events.
Examples
172800604800259200
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Service Request Management Activities
| Activity | Description | ||
|---|---|---|---|
|
Request Assigned
|
This activity occurs when a service request is assigned to a specific agent or team for resolution. Jira explicitly tracks changes to the 'Assignee' field, providing a clear timestamp for when the assignment was made. | ||
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Why it matters
This is a key milestone for measuring Triage-to-Assignment time and agent workload distribution. It marks the transition from queuing to active handling.
Where to get
Captured from the issue history by looking for the first instance of the 'Assignee' field being set or changed from unassigned.
Capture
Use the timestamp of the first 'Assignee' field change in the issue history.
Event type
explicit
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Resolution Proposed
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In many service desk workflows, this is a distinct step where a solution is offered to the requestor for their approval. This is inferred when the issue status changes to a state like 'Pending Customer Acceptance' or 'Awaiting Confirmation'. | ||
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Why it matters
This activity isolates the time spent waiting for customer feedback after a solution has been provided, helping to differentiate it from internal work time.
Where to get
Inferred from the issue history, captured at the timestamp when the status changes to a state indicating the solution is pending customer validation.
Capture
Identify timestamp of status change to 'Pending Customer Acceptance' or equivalent.
Event type
inferred
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Service Request Closed
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Represents the final, administrative closure of the service request, often occurring automatically after a set period in the 'Resolved' state. This is the terminal point of the issue's lifecycle in Jira. | ||
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Why it matters
This is the definitive end event of the process. The time between 'Resolved' and 'Closed' can be analyzed to understand administrative overhead or auto-closure policies.
Where to get
Inferred from the issue history. The timestamp corresponds to the final status change to 'Closed' or an equivalent terminal status.
Capture
Identify the timestamp of the final status change to a 'Closed' status.
Event type
inferred
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Service Request Created
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This activity marks the beginning of the service request lifecycle when a user formally submits a request through a portal, email, or other channel. This event is captured explicitly in Jira when a new issue of the 'Service Request' type is created, recording the creation timestamp. | ||
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Why it matters
This is the primary start event for the process. It is essential for calculating the overall cycle time and understanding request volume and arrival patterns.
Where to get
This is an explicit event captured in the issue history table. The activity timestamp is the 'created' field on the Jira issue.
Capture
Use the issue creation timestamp from the 'issues' table or history.
Event type
explicit
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Service Request Resolved
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Marks the official point in time when the request is considered fulfilled and the solution is recorded. Jira populates the 'Resolution Date' field when an issue enters a status of the 'Done' category for the first time. | ||
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Why it matters
This is a primary end milestone for the process, critical for calculating resolution time and SLA adherence. It signifies the end of active work.
Where to get
This is an explicit event. The timestamp is the value in the 'Resolution Date' field of the Jira issue, which is set upon the first transition to a 'Done' category status.
Capture
Use the 'resolutiondate' field from the Jira issue. This field is populated automatically.
Event type
explicit
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Information Provided
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Occurs when the requestor responds with the necessary information, allowing the agent to resume work. This is inferred when the issue moves out of a 'Waiting for customer' status, often triggered by the requestor adding a comment. | ||
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Why it matters
This activity completes the request-response loop with the customer. The time between requesting and receiving information is a key component of process waiting time.
Where to get
Inferred from the issue history. The timestamp corresponds to when the issue's status changes from 'Waiting for customer' back to an 'In Progress' state.
Capture
Identify the timestamp when the 'status' field changes from a 'waiting' state back to an 'active' state.
Event type
inferred
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Information Requested
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Marks the point when an agent requires more information from the requestor to proceed with the resolution. This is typically inferred by the issue transitioning to a status like 'Waiting for customer' or 'Pending Input'. | ||
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Why it matters
Frequent or lengthy 'Information Requested' cycles can indicate unclear initial submissions or inefficient communication, representing a significant source of delays.
Where to get
Inferred from the issue history. The timestamp corresponds to when the issue's status changes to 'Waiting for customer' or an equivalent status.
Capture
Identify the timestamp when the 'status' field changes to a value indicating the process is waiting on the customer.
Event type
inferred
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Request Reopened
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This activity captures instances where a previously resolved service request is returned to an active state. It is inferred by a status change from a resolved or closed state back to an open or in-progress state. | ||
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Why it matters
Tracking reopened requests is critical for measuring resolution quality and First-Time Resolution Rate. A high reopen rate indicates ineffective solutions or recurring issues.
Where to get
Inferred from the issue history by identifying a status transition from a 'Resolved' or 'Closed' category status to an 'Open' or 'In Progress' category status.
Capture
Look for a status change from a 'Done' status category to a 'To Do' or 'In Progress' status category.
Event type
inferred
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Request Triaged
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Represents the initial assessment of a service request, where its priority, category, and impact are determined. This activity is typically inferred from a status change, such as moving from 'New' to 'In Progress' or a dedicated 'Triaged' status. | ||
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Why it matters
Analyzing the time to triage helps evaluate the efficiency of the initial request handling process. Delays here can significantly impact overall resolution times and SLA adherence.
Where to get
Inferred from the issue history by identifying the first timestamp of a status change from an initial 'New' or 'Open' state to an active state like 'In Progress'.
Capture
Identify the first status change from 'New' or an equivalent initial status based on the project's workflow.
Event type
inferred
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Resolution Confirmed
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Occurs when the requestor formally accepts the proposed solution, often triggering an automated transition to the 'Resolved' status. This event is typically inferred from this status change. | ||
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Why it matters
This milestone validates the effectiveness of the solution and is the trigger for stopping the SLA clock. It helps measure the time customers take to confirm fixes.
Where to get
Inferred from the issue history. The timestamp corresponds to the status changing from 'Pending Customer Acceptance' to 'Resolved' or 'Closed'.
Capture
Identify timestamp of status change from 'Pending Customer Acceptance' to a 'Resolved' or 'Closed' status.
Event type
inferred
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Solution Implemented
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Indicates that the agent has performed the necessary actions or developed a solution to address the service request. This is often inferred from a status change to 'Pending Review' or directly to 'Resolved'. | ||
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Why it matters
This milestone marks the completion of the core resolution work. The time leading up to this activity often represents the primary value-add portion of the process.
Where to get
Inferred from the issue history, corresponding to the timestamp of the status change to 'Resolved', 'Pending Acceptance', or a similar pre-closure status.
Capture
Identify the timestamp when the 'status' field changes to a value indicating the work is complete.
Event type
inferred
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Vendor Engagement Ended
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Represents the moment when the external vendor has completed their action and the service request is returned to the internal team. This is inferred when the issue moves out of the 'Waiting for vendor' status. | ||
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Why it matters
Measuring the duration of vendor engagement helps in managing vendor performance and understanding the impact of external parties on overall resolution times.
Where to get
Inferred from the issue history. The timestamp corresponds to when the issue's status changes from a 'vendor' status back to an 'In Progress' state.
Capture
Identify the timestamp when the 'status' field changes from a 'vendor' state back to an 'active' state.
Event type
inferred
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Vendor Engagement Started
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This activity signifies that the service request has been escalated to or requires action from an external vendor or third party. It is inferred from the issue transitioning to a status like 'Waiting for vendor' or 'With Third Party'. | ||
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Why it matters
Tracking vendor engagement is crucial for identifying external dependencies and delays that are outside the direct control of the internal service desk.
Where to get
Inferred from the issue history. The timestamp corresponds to when the issue's status changes to a designated 'vendor' status.
Capture
Identify the timestamp when the 'status' field changes to a value like 'Waiting for Vendor'.
Event type
inferred
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