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Public sector

Every decision with person and time.

Fleets of municipalities and public authorities must work traceably, in compliance with data protection and with clear responsibilities.

Request a demo See three cases
What matters most
  • Traceability
  • Data protection
  • clear responsibilities
Claim file: timeline with the entries “Kosten erwartet” (costs expected) and “Rechnung eingereicht” (invoice submitted), each with organisation, time and amount
Timeline of a file: entries with time. Sample data.
In this case
Also involved

Starting point: public administration

What fleets in public authorities have to deliver

In public office it is not enough that something is done. It must also be possible to show who decided it and when.

  • A fine notice for the official car. Who was at the wheel?

    With ClamioThe fleet assigns the violation to vehicle and driver. Deadlines run visibly in the violation file.

  • The law firm needs details of the driver.

    With ClamioThe fleet shares driver data selectively; without sharing the partner does not see it.

  • The audit office asks who approved the repair.

    With ClamioThe decision is in the audit log with person and time.

  • Depot, public order office, municipal enterprise: responsibilities must be kept separate.

    With ClamioOrganisations under one customer account. Roles and permissions determine who sees and handles which cases.

  • Expenditure needs a countersignature.

    With ClamioFrom an approval limit that you set, two people confirm if you switch on the four-eyes principle.

  • The staff council asks about monitoring of behaviour.

    With ClamioDrivers only see their own cases. There is no ranking of drivers.

Everyday public administration

Three cases from public office

Case 1 · Violation

A fine notice for an official vehicle arrives

The notice is addressed to the authority as keeper. The driver was someone from one of twelve departments.

  1. Received

    Whose turn: Fleet

    The fleet creates the violation. Fine, time and place of the offence are in the file.

  2. Assign driver

    Whose turn: Fleet

    The fleet assigns the violation to the vehicle and the driver.

  3. Access

    Whose turn: Driver

    The driver sees their own violations without amounts and can upload documents.

  4. Running deadlines

    Whose turn: Fleet

    Deadlines run visibly: payment deadline and hearing deadline, plus the procedural steps.

  5. Decision

    Whose turn: Fleet

    The decision is documented. Whether a law firm is commissioned is always decided by the fleet.

In the violation’s file
Open amount, payment deadline, time of the offence, hearing deadline and who pays.
For the audit
Assignment and decision are documented with person and time.
Violation file: fine with open amount, payment deadline, time of the offence and hearing deadline
Fine with payment and hearing deadlines. Sample data.

Case 2 · Violation

The law firm is to receive driver data for a violation

The authority wants the notice reviewed. For that the law firm needs documents, but not the whole personnel file.

  1. Case

    Whose turn: Fleet

    The fleet commissions the law firm directly with the violation.

  2. Accept Case

    Whose turn: Law firm

    The law firm accepts the case in its portal. The fleet is notified.

  3. Share data

    Whose turn: Fleet

    The fleet shares the driver data selectively. Without sharing the law firm does not see it.

  4. Documents

    Whose turn: Law firm

    The law firm sees the shared documents and places letters and documents in the file.

  5. Closure

    Whose turn: Law firm

    The case runs from “Received” via “Accepted” and “In Progress” to “Completed”.

For data protection
The law firm only sees the case for which it is instructed.
In the case history
Every step by the law firm is in the history with time and trigger.
Law firm portal: section of the status bar with Received, Accepted (current) and In Progress
Status of a case in the Law firm portal. Sample data.

Case 3 · Claimwith Automation

Damage to an official vehicle: approval by two people

An official car needs a major repair. The expenditure should be countersigned before the garage starts.

  1. Claim report

    Whose turn: Driver

    The driver reports the claim with guidance in the app, with photos.

  2. Cost estimatewith Automation

    Whose turn: FleetGarage

    The workflow commissions the garage. It submits its cost estimate.

  3. First personwith Automation

    Whose turn: FleetInsurer

    The process waits. The fleet decides or, if you define it that way, the insurer.

  4. Second personwith Automation

    Whose turn: Fleet

    From your approval limit a second person confirms if you switch on the four-eyes principle.

  5. Receipt

    Whose turn: Fleet

    The approval is in the audit log with person and time. Only then is the repair carried out.

What the driver sees
The status of her report. No costs, no liability questions.
Requirement
The four-eyes principle is configurable and applies if you switch it on.

Illustration Thick line: the case in Clamio. Coloured lines: who acts. Filled station: rule or automation.

Workflow in public administrationwith Automation

Who decided? Every step documented

A repair is above your approval limit. The process stops until the responsible party has decided, and records every step.

Who decides the cost approval?

The fleet decides

That is the default: the cost approval lands with you, in the “Approvals” inbox.

  1. Cost estimate submittedGaragePerson · Time
  2. Cost approval requestedWorkflowPerson · Time
  3. Approval grantedFleet, first personPerson · Time
  4. Approval confirmedFleet, second person (four-eyes principle)Person · Time
  5. Repair continuesGaragePerson · Time

The insurer decides

You define in the step that the insurer decides the cost approval. Your approval limit continues to apply.

  1. Cost estimate submittedGaragePerson · Time
  2. Cost approval requestedWorkflowPerson · Time
  3. Approval grantedInsurer, first personPerson · Time
  4. Approval confirmedInsurer, second person (four-eyes principle)Person · Time
  5. Repair continuesGaragePerson · Time

The MGA decides

An underwriting agent (MGA) decides on behalf if it has write authority.

  1. Cost estimate submittedGaragePerson · Time
  2. Cost approval requestedWorkflowPerson · Time
  3. Approval grantedMGA, first personPerson · Time
  4. Approval confirmedMGA, second person (four-eyes principle)Person · Time
  5. Repair continuesGaragePerson · Time

Illustration The second person confirms from your approval limit if you switch on the four-eyes principle.

What the approval follows

  1. Cost approval

    The step “Submit cost estimate” with “Approval required” creates a cost approval after submission.

  2. Approval limit

    The fleet’s approval limit applies to the amount, whichever party decides.

  3. Four-eyes principle

    It is configurable. When switched on, two people confirm from the approval limit.

  4. Audit log

    Approvals are in the audit log with person and time. The process itself is shown in the file’s “Workflow” tab.

Requirement for approvals in the process: Automation booked. Violations also run without workflow. See Automation

Data sharing and employees

Driver data only where you share it

Two groups look closely: your data protection officers and your employees. Both should be able to see what applies.

Data sharing with partners

  • Service providers only see their own order and what you share.
  • The fleet shares driver data selectively; without sharing the partner does not see it.
  • The partner sees its own order amounts; other amounts only if they are shared.
  • Please address requests about your data to your fleet or to us. A function for this in the portal is in preparation.
Garage portal: invoices with the statuses Submitted, Approved, Rejected and Paid
A partner sees its own invoices, here in the Garage portal. Sample data.

Fair to your employees

  • Only their own cases appear in the app.
  • The driver sees their own violations without amounts.
  • No driver rankings, no scores, no telematics analysis. In the key-figure analyses, very small groups are hidden automatically.
  • The app runs on iOS, Android and iPad and speaks eight languages.
Driver app “My day” (section): tasks, claims, today and the notices “UVV is overdue” and “AU due in 20 days”Driver app “My day” (section): tasks, claims, today and the notices “UVV is overdue” and “AU due in 20 days”
The app’s home screen only shows the driver’s own items. Sample data.

Benefits in public administration

What your administration gets out of it

  • Head of the vehicle pool

    Violations, claims and deadlines of all departments in one system, with clear responsibilities.

  • Audit office

    Who assigned, approved or rejected is in the audit log with person and time.

  • Official data protection

    Partners see their order, driver data only after sharing. The data is held in data centres in the EU.

  • Employees

    They report with guidance and only see their own. Nobody is rated.

Modules in public administration

What matters most in public administration

For municipalities and authorities, violation, permissions and audit log come first. The functions are the same as in every industry.

  • Violation file

    Fine, hearing and driver nomination with assignment to vehicle and driver. Deadlines and procedural steps are in the file.

  • Data sharing

    The fleet shares driver data selectively. Partners only see cases in which they are commissioned.

  • Roles and permissions

    Roles and permissions determine who sees and handles which cases. Departments as organisations under one customer account.

  • Audit log

    Changes to cases, approvals and data sharing are in the audit log, with person and time.

  • Approvals

    with Automation

    Cost approval in the process, approval limit by amount, four-eyes principle configurable. Optionally the four-eyes principle for cost estimates and invoices from an amount you set.

  • Data protection

    Please address requests about your data to your fleet or to us. A function for this in the portal is in preparation. Data in the EU, transmission encrypted (TLS).

  • Vehicles and assignment

    Official vehicles with status and assignment.

    Fleet portal: vehicle list with number plate and status
    Official vehicles in the vehicle list. Sample data.

Roles in public administration

Who takes part in public administration

Also involved

Data in the EU, decisions in the audit log

Location
The data is held in data centres in the EU.
transport
All connections are encrypted (TLS).
Responsibility
Roles and permissions define who sees and handles which cases.
Requests
Please address requests about your data to your fleet or to us. A function for this in the portal is in preparation.

Questions in public administration

Questions from municipalities and authorities

Where is the data held?

In data centres in the EU. All connections are encrypted.

Who may do what?

Roles and permissions determine who sees and handles which cases.

Do service providers see everything?

No, only their own order and what you share.

Can it be proven who decided?

Yes. Approvals and other actions are in the audit log with person and time.

Are employees monitored via the app?

Drivers only see their own cases. There are no scores for drivers and no telematics analysis.

Can we separate departments or municipal enterprises?

Yes. You run departments and municipal enterprises as organisations under one customer account, with roles and permissions per organisation.

To whom do we address requests about our data?

Please address requests about your data to your fleet or to us. A function for this in the portal is in preparation.

Industries outside public administration

All industries at a glance

See Clamio for your administration

We show you a fine notice from receipt to decision, the data sharing with a law firm and an approval by two people.

Request a demo