City of Cape Town
City of Cape Town — Urban Mobility MOCKUP · INTERNAL USE
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Guide: roles, flow and screens

One cycle, eight hand-offs: from the City’s trip schedule to an approved invoice. This page is a reference guide. After sign-in you land on your Inbox (Administrators land on Admin Home).

Welcome

Everyone signs in with an e-mail address and password. The Portal Administrator creates every account and sets its role — your Inbox shows exactly what is waiting for you.

PO

PO

City · Professional Officer
  • Schedule & duty scheduling
  • Prepares the invoice
  • First verification
SPO

SPO

City · Senior Professional Officer
  • Second verification
  • Sends back or submits to Manager
MG

Manager

City · PT Operations
  • Confirms operations
  • Sends back or submits to Finance
FM

Finance Manager

City · Transport Finance
  • Confirms budget availability
  • Final approval for payment
  • Cash flow
VOC

VOC user

Vehicle Operating Company
  • Loads monthly data packs
  • Captures extra & missed trips
  • Reviews draft, uploads documents
  • Answers City queries
AD

Administrator

Separate from all other roles
  • Creates and manages users and roles
  • Resets passwords, unlocks accounts
  • Reviews the access log and e-mail log
  • Sees no invoice or operational data

Where each role lands after sign-in, and who can do what

  • PO, SPO, Manager, Finance Manager, VOC: land on Inbox, which lists tasks waiting in the role queue and tasks you have claimed.
  • Executive Management (demo user Harold Peters, Director PT Operations): lands on the Route Profitability Dashboard and sees Dashboards, Reports and the Map Viewer only. The Administrator sets this in Menu Access.
  • Administrator: lands on Admin Home (users, master data, configuration, tablets). No invoice or operational data is shown.
  • Several users per role: a new cycle goes to the default PO for that VOC and stays with that PO: when the VOC submits the invoice back, it returns to the same PO. If that PO is away, the SPO, the Manager or the Administrator can reassign the task. Other roles work from a shared queue and the first eligible user claims the task.
  • Regulators are not portal users. They capture departures on tablets; the VOC and City only review the data.

How the monthly cycle flows

Each step lands in the next person’s Inbox. Dark steps are City users; gold steps are the VOC.

1
Schedule & dutiesPO builds the month’s trips per route, publishes the duty schedule and sends both to the VOC.PO
2
VOC data & claimVOC confirms its data packs (drivers, regulators, fines, penalties, events), captures extra & missed trips and submits.VOC
3
Prepare invoicePO picks the VOC, confirms rates and quantities, generates the draft TAX INVOICE and shares it.PO
4
VOC invoiceVOC reviews the draft, adjusts, uploads four supporting documents and submits.VOC
5
PO verificationDrill from elements to rows; OK or query in bulk.PO
6
SPO verificationRe-verifies and submits to the Manager.SPO
7
ManagerConfirms operations and submits to Finance.Manager
8
Finance ManagerConfirms budget availability — approved for payment.Finance
↩ Send-back at every level: any verifier can query rows and send the invoice back to the VOC, or return it to the previous approver. It comes back to the person who sent it once answered.

Who captures what — screens, users and where the data goes

Every sheet of the current Excel invoice workbook has one owner and one screen. Nothing is captured twice.

ScreenCaptured byReplaces workbook sheetFeeds
Schedule BuilderCity · PORoute schedule sheets (T01 … 246)Summary kms, trip claim, variable cost
Duty SchedulingCity · PODuty SchedulingDrivers billed, Summary kms, Report stats
Monthly Indices & Cost AdjustmentCityIndices, Cost Adjustment, AdjustmentsMonth rate on every invoice and events invoice
Trip ClaimVOCExtra / Missed trips columns on route sheetsSummary kms, variable operating cost
Driver MasterVOCActive Drivers, Driver DismissalsDriver cost verification, events, fines, Report stats
Regulators & Duty SummaryVOCRegulators, Regulator Duty SummaryRegulator cost verification
Traffic Fines & PenaltiesVOCDriver Traffic Fines, PenaltiesPenalties line on the invoice
Event Schedule → Events InvoiceVOCEvent Schedule, EVENTS INVOICESeparate events tax invoice, verified by City
Invoice Report → VerificationCity · PO → SPO → Mgr → FinanceReport, InvoiceApproval for payment

Master data (PO, set up once)

Suggested demo order

  1. PO → Duty Scheduling → Publish, then Schedule Builder → Send to VOC
  2. VOC → confirm each Monthly Data pack (Drivers, Regulators, Duty Summary, Fines, Penalties, Events) → Trip Claim → Submit
  3. PO → Invoice Report → Share draft
  4. VOC → My Invoice → upload docs → Submit
  5. PO → Verification (query a few rows → send back → VOC answers)
  6. PO → SPO → Manager → Finance approve