GPS monitoring of official vehicles for ministries, committees and government agencies. Who drove where and why, how much fuel was actually used, and which cars the fleet genuinely does not need.
Electronic waybills, driver identification, a shared car pool with booking, and restricted access to the trips of senior officials.
A government body usually runs several dozen vehicles: cars assigned to senior staff, a pool for official journeys, vehicles for regional offices. Each one needs fuel, insurance, a roadworthiness test and repairs, and all of it comes out of the budget.
Yet the answer to the question of how the fleet is used is most often assembled from paper waybills the driver fills in at the end of the day. There you will always find exactly as many kilometres as the fuel allowance requires, and a weekend run out to a country house in Mardakan looks like an official trip.
Monitoring replaces the driver's own account with tracker data. The waybill is built from the track, fuel is written off on actual figures, and the utilisation report shows how many vehicles the body really needs.
A typical picture after a month of monitoring in a fleet of 40 vehicles. These figures are an example of what usually surfaces, not the result from any particular body:
None of these points calls for interfering in how people work. It is enough that the data has become visible to management and the administrative department. Driver behaviour usually changes in the first few weeks, as soon as they realise the track is checked against the waybill.
Regional offices are a story of their own. A car assigned to a department in Lankaran or Sheki goes for years without any oversight from head office: only the local driver and the local head know its mileage. Once it is connected, it appears in the same system as the cars in Baku, and the report on its work reaches the centre without anyone having to ask. Other tasks facing government bodies, from municipal machinery to transport regulators, are covered on the GPS monitoring for the public sector page.
The risks of a government fleet differ from a commercial one. There is less fuel theft on an industrial scale and more small but constant losses:
Dropping the children at school, a run to the market, taking relatives to the airport. Trivial one at a time, thousands of kilometres per car over a year.
Mileage is recorded so that the whole fuel allowance can be written off. The difference between paper and fact goes into cans or into a private car.
Cars are assigned to departments but stand still most of the time. Meanwhile requests for new vehicles keep coming in.
An official car driving recklessly on Neftchilar or parked on the pavement soon ends up on social media. The whole body's image suffers.
With no mileage records, service and insurance dates live in the garage manager's head. An expired policy or a missed oil change costs more than any tracker.
The route, the mileage and the times of departure and return are taken from the track. The driver fills in no paper and the dispatcher recalculates no kilometres. The report is exported to accounts so that fuel can be written off.
If the cars refuel on fuel cards, card transactions can be checked against the vehicle's stops at filling stations on the track, and, where a level sensor is fitted, against the actual volume put in. How this works is covered in the fuel control section.
A frequent and fair question: will the routes of senior officials become available to anyone with a login? No. Access in the Wialon platform is built on roles.
As standard, the data is held on GPS.az servers in Azerbaijan (Wialon Local). Whether an installation on the body's own servers is needed is decided at the design stage together with your IT and security teams. We will set out the options and what each of them requires from your infrastructure.
A GPS tracker knows where a vehicle went and when. Why it went, it does not know. A trip to the Ministry of Finance with documents and a trip to the same district on personal business look identical on the map. So the official purpose of a trip is recorded separately, and there are several ways to do it:
The decision on whether a trip was official is taken by a responsible member of staff at the body, not by the system. The system shows which trips are not confirmed by a booking or a rule, and saves the time spent finding them.
It is worth deciding separately which managers see which data. A head of department sees the trips of that department's cars along with their purposes, the administrative department sees mileage, fuel and servicing for the whole fleet, and a narrow group sees the cars of senior officials. How long tracks and reports are kept is decided by the body under its own internal rules.
A list of vehicles, drivers and departments, and the current procedure for issuing fuel and writing waybills. We establish what is already recorded and where the gaps are.
We fit trackers and driver readers and collect data for a month without changing any rules. That month gives a baseline for comparison.
Together with the administrative department we set down where vehicles may be, at what hours, and what counts as a breach. Without a policy there is nobody to apply the data.
Fitting takes place in the body's own yard, a few vehicles a day, so that work is not held up. Regional offices are covered by visiting crews.
We teach dispatchers and garage managers to work with the reports, and set up monthly summaries for management and the finance department.
If the rollout goes through a procurement procedure, the technical part of the specification determines what you get. We help word it, while the requirements of the procedure itself remain with your procurement team. Points worth describing:
It is best not to write a particular tracker model into the specification unless there is a technical reason. Better to describe the functions and conditions and then choose a model to suit them. Before procurement it helps to run a pilot on 10–15 vehicles: the specification is then written on experience rather than assumptions.
The trackers are fitted and there are no savings. It happens, and the reasons are almost always organisational:
The data is there, but there is no one to check waybills against tracks once a week. Appoint someone from day one.
If a personal trip is found and nothing follows, the drivers work that out quickly. The rules have to apply the same way to everyone.
Without identification the vehicle belongs to nobody. Arguing about who was at the wheel on Saturday is pointless if the system does not know.
The waybills have gone electronic while fuel is still written off against norms. Set up the reconciliation, otherwise the main source of savings stays shut.
Fuel is written off on real mileage. The difference between the paper and the track becomes visible from the first month.
The utilisation report shows which vehicles can be moved into the shared pool or disposed of without harming the work.
Trip history and reports for any period are exported in minutes for internal audit and external inspections.
Drivers know that speed and driving style are recorded. There are fewer breaches in cars carrying government plates.
Case studies from “Government & Quasi-Government”
Send us an enquiry and we will price it up for your fleet and pick the hardware for this sector: government & quasi-government.
A specialist calls back and asks about the vehicles, how many there are and what you need to keep an eye on.
We propose the hardware and the features, and set out the one-off and the monthly cost separately.
At your yard or at ours, on a schedule that keeps the vehicles working.
A specialist will call back and match a solution to your fleet and your task.
